A void check is a paper check that has the word 'VOID' written in large letters across its face, rendering it unusable for financial transactions. It serves as a secure method to share banking information—such as account number, routing number, and account holder name—without the risk of the check being cashed or deposited fraudulently.
Employers commonly request void checks during onboarding to set up direct deposit payroll. For example, when a new hire joins a company, HR may ask for a void check to verify the employee's bank account details and ensure salary payments are deposited accurately. The check provides all necessary information in a standardized format that payroll systems can easily process. Some organizations also accept bank letters or deposit slips as alternatives, but void checks remain the most widely recognized and accepted method for confirming banking details in HR operations.
Void checks are critical for ensuring accurate and secure payroll processing. They eliminate manual data entry errors that can delay salary payments and cause employee dissatisfaction. By providing verified banking information directly from the financial institution, void checks reduce the risk of misdirected funds and potential fraud. For HR teams managing large workforces, standardizing on void checks streamlines onboarding, ensures compliance with payment regulations, and builds trust with new hires by demonstrating a professional, secure approach to compensation management from day one.
- Request during onboarding: Include a void check requirement in your new hire paperwork checklist, clearly explaining its purpose and providing instructions on how employees can obtain one from their bank or checkbook.
- Verify information accuracy: Cross-check the routing number, account number, and account holder name on the void check against the employee's identification documents to ensure consistency and prevent payment errors.
- Securely store documentation: Scan the void check into your secure HRIS or payroll system, then shred the physical copy following data protection protocols to safeguard sensitive financial information.
- Process direct deposit setup: Enter the verified banking details into your payroll platform, conduct a test transaction if possible, and confirm successful setup with the employee before the first pay cycle.
Key Statistics & Benchmarks
- 93% of U.S. employees receive pay via direct deposit — making void checks a standard onboarding requirement.
- Routing numbers are always nine digits — the first identifier to verify on any void check.
- Banks typically provide void checks free — employees without checkbooks can request printed versions at branches.
- Payroll errors affect 1 in 4 employees annually — void checks help reduce incorrect account entries significantly.
Common Mistakes to Avoid
- Accepting unclear images: Require high-resolution scans or photos where all numbers are fully legible to avoid data entry errors.
- Skipping verification steps: Always confirm account holder name matches employment records before processing to prevent misdirected payments.
- Inadequate security measures: Store void check images in encrypted systems with restricted access, never in unsecured email or shared drives.
Frequently Asked Questions
What is a void check used for?
A void check is primarily used to set up direct deposit for payroll, allowing employers to obtain accurate bank account and routing numbers. It's also used for automatic bill payments, electronic fund transfers, and verifying banking information for various financial transactions. The 'VOID' marking ensures the check cannot be fraudulently cashed while still displaying all necessary account details in a standardized, bank-verified format that reduces errors.
How do I create a void check?
To create a void check, take a blank check from your checkbook and write the word 'VOID' in large, clear letters across the front using a dark pen or marker. Ensure the word covers the payment area but doesn't obscure the account number, routing number, or your name at the top. Never sign a void check. If you don't have checks, contact your bank to request a counter check or an official letter with your account details.
Can I use a deposit slip instead of a void check?
Many employers accept deposit slips as an alternative to void checks, as they contain the same routing and account numbers. However, some payroll systems specifically require void checks because they display information in a standardized format that's easier to process. Always check with your HR department first. If a deposit slip is acceptable, ensure it clearly shows your name, account number, and the bank's routing number, and provide a clear photocopy or scan.
What if I don't have a checkbook?
If you don't have a checkbook, visit your bank branch and request a counter check or a printed void check—most banks provide these free of charge. Alternatively, ask for an official bank letter on letterhead that includes your account number, routing number, and account holder name. Some banks also allow you to generate account verification documents through online banking portals. Confirm with your employer which alternative formats they accept before obtaining documentation.