Direct Deposit Processing
Direct Deposit Forms
The Comptroller’s office provides a Direct Deposit Authorization form (74-176) (login required) PDF for optional agency use. Agencies may use the Comptroller’s form or create their own form or electronic authorization method such as a self-service portal.
Instructions for Comptroller’s Direct Deposit Authorization Form
An agency that chooses to use the Comptroller’s form must download the most current version of the form and:
- Select your agency from the drop-down list to autopopulate your agency’s return address on the form.
- Select Yes or No on the second dialogue box to indicate whether the payee is a state employee.
- Provide the form to the payee.
The payee must complete the form and return it to the paying agency to:
- Set up direct deposit.
- Make changes to direct deposit.
- Cancel direct deposit.
Approval Required for Alternative Methods
Agencies that issue payments through the Comptroller’s office may choose to create their own direct deposit authorization form or electronic authorization method, which may include online applications as well as custom forms. The alternative form or method must:
- Include without alteration the language used in these sections of the Comptroller’s form:
- International Payments Verification (Section 5).
- Authorization for Setup, Changes or Cancellation (Section 6).
- Match any updates made to the Comptroller’s form.
Alternative methods must be submitted for approval to Payment Services before being implemented to ensure compliance with National Automated Clearing House Association (NACHA) rules.
- Submit screen prints from an online application.
- Email or fax the documentation with the subject “Direct Deposit Authorization Form.”
Agencies that issue direct deposit payments exclusively with local funds are not required to obtain Comptroller approval of their direct deposit form. However, the Comptroller’s office recommends the form include the International Payments Verification, similar to Section 5 of the Comptroller form. This will ensure the agency complies with the requirements set by the Office of Foreign Assets Control (OFAC).
Retention of Authorization Form
The custodial agency is required to retain the original or a scanned copy of the most current Direct Deposit Authorization form for each payee, as well as the ACH (Direct Deposit) Payment Destination Confirmation form (74-227) (login required) PDF (if completed).
In accordance with NACHA rules, form retention is two years from the termination or revocation of the authorization.