What Is a Voided Check and How Is It Used?

A voided check is a check marked with "VOID" to prevent payment while providing banking information for direct deposit and electronic payments. It contains routing and account numbers needed to establish electronic fund transfers.

What Is a Voided Check?

A voided check is a blank check marked "VOID" across the front to prevent payment while providing banking information for direct deposit and electronic payments. Write "VOID" in large, clear letters using permanent ink — visible enough to prevent processing but without obscuring the routing and account numbers at the bottom.

What it contains:

• Routing number (9 digits, bottom left)
• Account number (8-12 digits, follows routing number)
• Your name, address, and bank information (top)
• Date, payee, amount, signature, memo should be left completely blank except for "VOID."

Note: Some employers or organizations may not accept starter checks (temporary checks without your name pre-printed). If you're setting up direct deposit, confirm whether a starter check is acceptable or if you need to wait for your personalized checks to arrive.

Voided Check Alternatives

If you don't have checks, several alternatives work just as effectively for providing banking information:

• Bank Letter: Request official letter with routing/account numbers on bank letterhead (usually free).
• Deposit Slip: Contains same routing/account numbers.
• Online Banking Document: Download/print account details from banking app.
• Direct Entry Form: Manually enter numbers in employer's secure portal.
• Pre-Printed Deposit Form: Some employers provide forms for manual entry.

What Is a Voided Check Used For?

Voided checks serve several important purposes in personal and business banking, with direct deposit setup being the most common application.

Setting up direct deposit with a voided check remains the standard method for employers to establish payroll payments. When you provide a voided check to your employer's payroll department, they use the banking information to route your paycheck directly to your account on payday. This process eliminates paper checks, reduces the risk of lost or stolen payments, and gives employees immediate access to their funds.

Voided checks serve multiple purposes beyond direct deposit setup:

• Automated Clearing House (ACH) Payments: Automatic bill payments, loan repayments, subscriptions.
• Electronic Fund Transfers: Account-to-account transfers, investment contributions.
• Vendor Payments: Business payment authorization.
• Online Bill-Pay: Utility, insurance, service provider payments.

How To Void a Check

Creating a voided check requires just a few simple steps, but doing it correctly ensures the banking information remains readable and usable.

1. Start with a blank check (don't fill in any fields)
2. Write "VOID" in large letters across the front using permanent ink
3. Keep it clear enough to read routing/account numbers at bottom
4. Provide original or clear copy/scan to employer

Digital submission is becoming more widely accepted. Many employers accept photos through secure portals — ensure clear, well-lit image showing all banking info.

What Employers Should Know About Voided Checks

Managing employee banking information comes with specific responsibilities and compliance considerations that employers must address.

When To Request Voided Checks From Employees

Request voided checks at these key times in the employment lifecycle:

• During employee onboarding before first paycheck
• When employees change banks or update direct deposit info

Secure Handling of Employee Banking Information

Employee banking information is sensitive data that requires proper security measures:

• Accept through secure channels (portals, encrypted email, locked box)
• Store in locked filing cabinets or encrypted digital systems
• Restrict access to payroll processing staff only
• Train staff on data handling and confidentiality
• Review and revoke access when employees change roles

Onboarding Process and Direct Deposit Enrollment

Integrate direct deposit enrollment seamlessly into your hiring workflow:

• Integrate direct deposit enrollment into standard workflow
• Provide clear submission instructions
• Offer multiple submission methods
• Verify banking information before first pay date
• Implement confirmation step to catch data entry errors

Data Privacy Compliance Considerations

Payment Card Industry Data Security Standard (PCI DSS) and other data privacy regulations may apply to how you handle employee banking information. While voided checks themselves don't fall under PCI DSS, the overall handling of financial data requires security measures.

Implement appropriate safeguards such as:

• Encrypt digital storage systems
• Securely dispose of physical documents
• Conduct regular security audits
• Follow PCI DSS guidelines for financial data handling

What To Do When Employees Don't Have Checks

Not everyone has traditional checkbooks, so provide alternative options:

• Accept bank letters, deposit slips, or digital screenshots
• Allow secure online portal entry
• Provide direct deposit authorization form
• Verify information with employee's bank when possible

How Paychex Can Help

Managing direct deposit enrollment and handling sensitive banking information requires secure systems and efficient processes. Paychex simplifies these responsibilities with comprehensive payroll services that streamline direct deposit setup while maintaining the highest security standards. Contact us today to learn how we can streamline your payroll processes.