Payroll Software with Direct Deposit
Payroll Software with Direct Deposit

Payroll Software with Direct Deposit

Paying employees by direct deposit is win/win. It’s what employees prefer and expect: it’s how 93% of employees get paid, according to the 2019 “Getting Paid in America” Survey, saving them the time and hassle of having to personally cash or deposit every paycheck.

Direct deposit also allows organizations to become more efficient without compromising service or security, while eliminating paper checks from your payroll processing saves paper (win for the environment!).

If you’re considering a new automated payroll solution, it’s worth it to invest in one that can accommodate direct deposit services. But before you buy, review these frequently asked questions about the process.

What are the Benefits of Direct Deposit?

  • Instant access for employees. As soon as the funds are electronically transferred from a company’s account to the employee’s designated account on payday, the employee can access the funds. No one has to wait for a deposited check to “clear.”
  • Reduction in paper usage/waste. According to a survey by the American Payroll Association, nearly 96% of all employees have transitioned to direct deposit, but what about the remaining 4% who prefer a physical check? That’s still a lot of wasted paper. Keep reading to see if your company can require employees to use direct deposit.
  • Keeps your information secure. A web-based system allows employees to view their pay stubs securely and on their own time without the fear of losing or misplacing it.
  • Establishes consistent pay periods. Using paper paychecks means an employee who is on vacation or out sick on pay day won’t get paid until he or she returns to work, which isn’t ideal. Also, with direct deposit, your organization’s bookkeeping will be current—you won’t have to wait for employees to cash their checks before balancing the books.

Can I Require Employees Use Direct Deposit?

Employers can require employees to use direct deposit, but it depends on your state’s laws. If one of your employee’s doesn’t have a bank account, you can still make a direct deposit through a pay card. In some states, receiving direct deposit can be a condition of employment. However, there are a couple constraints:

  • No employer can require an employee to use direct deposit at a specific bank.
  • Employers aren’t allowed to charge employees fees based on payment method.
  • Employees must have access to their paystubs.

reviewing payroll software

Does Direct Deposit = No More Paper?

Maybe. Again, it depends on your state laws. Federal law doesn’t mandate pay stubs for workers, but the Fair Labor Standards Act does require employers keep accurate records of employees’ wages and hours worked. Employees have the right to request payroll records, even if issuing pay stubs isn’t required by your state.

Printed pay stubs are mandatory if you work in one of these 11 states:

  • California
  • Colorado
  • Connecticut
  • Hawaii (employees must opt in)
  • Iowa
  • Maine
  • Massachusetts
  • Minnesota
  • New Mexico
  • North Carolina
  • Texas
  • Vermont

Some states don’t require employers to provide pay stubs at all. You may have to request your wage information if you work in one of these 10 states:

  • Alabama
  • Arkansas
  • Florida
  • Georgia
  • Louisiana
  • Mississippi
  • Ohio
  • South Dakota
  • Tennessee

Employees can opt out of an employer’s direct deposit program in the following states:

  • Delaware
  • Minnesota
  • Oregon

These states require their employers provide access to a pay stub, but don’t specify if it needs to be written/printed or if an electronic version will suffice:

  • Alaska
  • Arizona
  • Idaho
  • Illinois
  • Indiana
  • Kansas
  • Kentucky
  • Maryland
  • Michigan
  • Missouri
  • Montana
  • Nebraska
  • Nevada
  • New Hampshire
  • New Jersey
  • New York
  • North Dakota
  • Oklahoma
  • Pennsylvania
  • Rhode Island
  • South Carolina
  • Utah
  • Virginia
  • Washington
  • West Virginia
  • Wisconsin
  • Wyoming

If an employer decides not to offer printed pay stubs, they need to make sure:

  • Employees can access the pay stub electronically
  • Employees have a unique, secure login
  • The pay stubs can be printed by the employee if desired

The information found on a pay stub varies depending on what each state requires.

How Can a Payroll Service Help with Direct Deposit?

Time is money, and you don’t want to waste time (especially as a medium or small business owner) running payroll and managing payroll taxes. A payroll service can handle those tasks for you. It should also be able to help you produce pay stubs compliant with local regulations, wherever you are in the country.)

Cloud-based payroll software makes the information available anywhere and from any device. The direct deposit process should be seamless with a top-notch customer support team that’s a phone call away should any questions arise. For more information on how Paycor can help with your payroll and direct deposit, contact our sales team.

payroll software

More to Discover

Webinar: Prevent Harassment, Bullying, & Aggression at Work - 4/1 @11AM ET

Webinar: Prevent Harassment, Bullying, & Aggression at Work - 4/1 @11AM ET

Harassment, bullying, aggression and other bad behaviors occur when the culture facilitates the opportunity for them to occur. Further, these issues are rarely just about a perpetrator and target - more often they are an organizational problem. As a result, organizations often turn to training for education, but if the organization doesn't support behavior change, the training is essentially moot. Join Catherine Mattice Zundel as she provides insight into these behaviors and shares some case studies from her 10+ years of experience working as a consultant who specializes in solving toxic workplace behaviors.Through case studies from Catherine’s work, attendees will gain: An easy model to explain bad behaviors as a social phenomenon...

Webinar: 10 Steps to Safeguard Your Business for 2021 - 3/9 @2PM ET

Webinar: 10 Steps to Safeguard Your Business for 2021 - 3/9 @2PM ET

Although uncertainty has become the norm for our culture during the pandemic, it has not become any easier to manage through. Fortunately, there are solutions available and support for HR leaders so you do not have to go it alone. In this session, learn the 10 steps you can take now to safeguard your business. Prepare your workplace in advance of potential workplace outbreaks, employee sickness, employment shifts and the changing dynamic of workforce culture.Speaker: Amy Letke Amy is the Founder of Integrity HR, Inc. Amy provides workplace solutions to improve performance, reduce liability and increase profits. She is passionate about helping other entrepreneurs and business owners achieve success.Tuesday, March 9 2PM ET

Webinar: March 2021 Summit - How Much Is Too Much Information? Compliance of Performance Reviews

Webinar: March 2021 Summit - How Much Is Too Much Information? Compliance of Performance Reviews

This session is eligible for HRCI and SHRM credit.All leaders are responsible for managing the performance of their employees. When employees are working hard and results are positive, it’s important to recognize their contributions and appreciated their efforts. But when an employee’s performance is below expectations—or their behavior in the workplace is unacceptable—a supervisor or manager must act swiftly to correct the situation. This includes communicating with the employee so they’re aware of the problem, a plan to get back on track and potential disciplinary actions or termination. For many in attendance, this may be one of the hardest things they’ll ever do. Join Paycor and employment attorney Julie Pugh as we deep dive into the...

I-9 Compliance FAQs: Everything You Need to Know for 2021

I-9 Compliance FAQs: Everything You Need to Know for 2021

Is your company sitting on a massive liability? That was the question immigration attorney Bruce Buchanan posed in his recent Paycor webinar on Form I-9 compliance. Bruce, who is co-author of the I-9 and E-Verify Handbook, gave attendees great insights into the risks facing employers who don’t pay enough attention to their employment eligibility verification obligations. If you think this might mean you, don’t panic. Bruce explained what best practice looks like for businesses as well as listing the most common Form I-9 errors and how to correct them.For those who don’t have 60 minutes to view the full webinar, we’ve put together these FAQs covering all everything business need to know about I-9 compliance in 2021. When Were I-9s First...