Payroll authorization forms are one of the documents that employers, specifically the company’s human resource and finance department staff members, use for gathering the details of employees who would like to change or update their payroll information. Furthermore, the form will also be used for documenting the names of the employees or personnel who are allowed to execute payroll-related actions and procedures.

Importance of Using Payroll Authorization Forms

Payroll authorization forms are important for several reasons. First, it serves as a tool for ensuring that only the authorized persons whose names and identities are specified in the authorization form can produce the changes and updates in the payroll reports or records. Second, it documents the details to be used for the updates. And lastly, it will allow the company to have proof that an employee has agreed for the updates and changes to be done in his payroll records.

Payroll Authorization Form Sample

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Electronic Payroll Authorization Form

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Enrollment – Payroll Authorization Form

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Payroll Deduction – Allocation Authorization Form

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Types of Payroll Authorization Forms

Below are some of the common types of payroll authorization forms that companies can utilize and customize:

Employee Payroll Deduction Authorization Form – If the intent of an employee is to permit the company to deduct a specific amount from his salary, then the right form to use would be an employee payroll deduction authorization form. Four sections comprise this form. The first section is allotted for the employee’s choice of donation or gift amount to be deducted, the second section collects the employee’s identification information, the third section is for the identification of the recipient of the deducted amount, and the last section will be for the employee’s certification regarding the deduction.

Employee Payroll Deduction Authorization Form

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Off-Cycle Payroll Check Authorization Form – Off-cycle payroll runs are executed by companies if there is a need to pay or provide financial aid to an employee in advance or before the allotted payday. For this, an off-cycle payroll check authorization form will have to be used by the requesting employee. The form will document the employee’s basic data, the reason for the off-cycle payroll check and request, the requirements to be noted by the payroll personnel, and the signature of both the employee and the company’s financial manager.

Off-Cycle Payroll Check Authorization Form

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Payroll Direct Deposit Authorization Form – This is the form to use if the employee will be updating details regarding his bank accounts where his pay or salary will be deposited by the company. With this form, the company will acquire the permission of the employee for the direct deposit procedure. Furthermore, the information to be disclosed and the contents of a payroll direct deposit authorization form would include the employee’s information, the amount or percentage to be deposited to each of his accounts, the details of the account, and a direct deposit authorization statement which must be signed by the employee.

Payroll Direct Deposit Authorization Form

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Student Payroll Signature Authorization Form – Student employees in educational institutions often use timesheets to record their attendance. This is why institutions will assign student approvers whose main job is to approve the timesheets of other student employees. The form which must be used by the institution to document the job description and assignment of the approver is known as the student payroll signature authorization form. The name of the school department where the timesheet approver will be assigned along with the name of the organization managing student employment will be stated in the first part of the form. This is then followed by the list of roles and responsibilities to be fulfilled by the timesheet approver in the second section, and the signature areas in the third section. The last section of the form will be for the dean or the department head who will officially acknowledge the student as the assigned timesheet approver for a specific period of his employment.

Student Payroll Signature Authorization Form

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Payroll Authorization Form Tips

The first tip to keep in mind when making payroll authorization forms is to know what type of information to collect in the form. Then, organizing the details or the information to be collected must be done in order to create or finalize a layout. Additionally, it is also important to only focus on the essential details in the form which is why prior to incorporating labels and entry fields, the types of information to be collected should first be reviewed and assessed by the payroll and finance department as to whether or not the information will be useful.

On the other hand, users of payroll authorization forms or the employees of the company should ensure that they are using the right type of form for their concerns and needs. Specifically, in order to do this, the employee can inquire and ask the assigned personnel or either the finance department or the human resource and payroll departments.

Lastly, payroll authorization forms should be documented and be kept by the company. The contents and disclosed information in the form should be recorded as well. This is to maintain accurate data collection and reports which are related to both the employee and the payroll reports of the company.

Payroll Personnel Authorization Form

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Payroll Practitioner Authorization Form

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Payroll Transaction Authorization Form

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Student Payroll Authorization Form

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Voluntary Payroll Deduction Authorization Form

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Payroll Authorization Form Formats

A company can use payroll authorization forms in two different formats, either in “.DOC” or in “.PDF” format. The difference between the two formats is directly associated with methods in which the company and its employees can use the form.

Printing out payroll authorization forms can easily be done with either format, however, in making one, the “.DOC” format would be the preferred type that companies must consider. This format can be done by accessing and using word processing software application programs.

After the “.DOC” format is created, the company can then choose to whether or not to convert the “.DOC” format into a “.PDF” format. One benefit of using a payroll authorization form in “.PDF” format is that it protects the contents of the form from being edited or altered by the targeted end-users of the form, such as the company’s employees. Additionally, a “.PDF” format is also suitable for companies who prefer to conduct transactions electronically since the form can be incorporated with codes and special functions that allow the user to submit a completed version of the form to the company after using the form and filling out its entry fields.

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