Classic form

Payroll details change form

Payroll fraud almost always arrives as a convincing request to change where somebody's pay lands. This form is built around the control that stops it: a call back on the number already held, stated on the welcome screen, in the bank section and again on the thank you screen, so nobody is surprised by it. It also puts the pay run cut off where people will read it. Classic, because the sections are only relevant to some people and everyone needs to see which ones to skip.

Create a form with OneCraft22 fields, 7 required
Welcome screen of the payroll details change form example
The welcome screen respondents see first. The image was generated for this example.

The form itself

A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.

Change my payroll details

Use this for a bank account, an address, a phone number or a super fund. Changes received before the cut off take effect in the next pay run; anything after it waits for the one after that, because the file has already gone to the bank.

You

Bank account

Leave this section empty unless you are changing where your pay lands. Payroll will telephone you on the number already held on file to confirm a bank change before it is applied, and will never accept a change confirmed only by email. If somebody claiming to be from payroll asks you to confirm new details by email or message, that is the scam this rule exists to stop, and the right response is to hang up and ring the office number yourself.

Address and contact

Your address matters more than it looks. It is what payment summaries and any posted correspondence are sent to, and an out of date one is the reason people chase paperwork in July. A personal email is what we use if your work account is closed before the final payment is made.

Superannuation

You can choose the fund your employer contributions go to. If you do not choose one, contributions go to the fund already linked to you, and only if there is none does the company default apply. Changing fund here changes where future contributions go; it does not move the balance you already have, which is a separate request made through the fund itself.

One PDF or photo, under 10 MB. Your fund can generate this from its member portal in a minute. Payroll cannot start contributions to a self managed fund without it, and this is the attachment people forget.

Before you send it

Check the account number one more time against your banking app rather than against a statement you photographed last year. A payment sent to a valid account belonging to somebody else is difficult and slow to recover, and it is your own transcription that causes almost every case of it.

Every field, and what it collects

The complete field list, in the order respondents meet it.

You

Your nameNameRequired
Employee numberShort textRequired
Your work emailShort textRequired
Which pay cycle are you on?DropdownRequired
Options: Weekly, Thursday · Fortnightly, Wednesday · Monthly, last working day · I am not sure
What are you changing today?Multiple choiceRequired
Options: Bank account · Home address · Phone or personal email · Super fund · Emergency contact · Name, after a legal change

Bank account

Account nameShort text
BSBShort text
Account numberShort text
BankShort text
Is this replacing an account or adding a second one?Single choice
Options: Replacing my only account · Replacing one of two accounts · Adding a second account for a split
If you split your pay, what percentage goes to this account?Number

Address and contact

Your home addressAddress
Mobile numberShort text
Personal emailShort text

Superannuation

Fund nameShort text
Your member numberShort text
Fund USI or ABNShort text
Take effect fromDate
Letter of compliance or fund confirmationFile upload
One PDF or photo, under 10 MB. Your fund can generate this from its member portal in a minute. Payroll cannot start contributions to a self managed fund without it, and this is the attachment people forget.

Before you send it

I confirmMultiple choiceRequired
Options: These are my own details and I am authorised to change them · I have checked the account number against my bank, not against an old document · I understand a bank change is confirmed by phone before it is applied · I know a change after the cut off takes effect in the following pay run
SignatureSignature
DateDateRequired

What makes this form work

The call back is promised three times before it happens

On the welcome screen, in the bank section, and on the thank you screen. A verification step people are expecting gets answered on the first ring. One nobody mentioned gets treated as the scam, and the real change sits unapplied through a pay run.

Every section says out loud that it can be skipped

A published form has no conditional logic, so somebody changing only their address still scrolls past the bank fields. Leading each section with a line about when to leave it empty is what keeps a five field change from feeling like a twenty field one.

The super section explains what it does not do

Changing the fund here redirects future contributions and does not move an existing balance. That single sentence prevents the most common misunderstanding on any payroll form, and it is written above the fields rather than in a policy nobody opens.

Questions people ask

How do you stop a payroll change form being used for fraud?

Not with the form. The control is procedural: a change of bank account is confirmed by ringing the employee on a number already held, never on one supplied with the request. What the form can do is publish that rule three times so nobody treats the call as suspicious, and put the form behind login so a submission is tied to an account rather than arriving from anywhere.

Should one form cover bank, address and super together?

Yes, as long as each section says it can be left empty. People change several things at once after a move, and three separate forms means three separate cut off misses. What matters is that the sections are visibly optional, since a published form shows every field to everybody and cannot hide the ones that do not apply.

Who should be able to open this form?

Not the public. Login required with the staff domain on the allow list is the right access type here, and the setting is versioned with the form, so a form published today keeps the access rules it had at publish time even after the draft changes. A secret key is weaker for payroll, because keys get forwarded.

What does the signature actually add?

A dated instruction in the employee's own hand, drawn or typed, that prints into the response PDF alongside the values. It is not an identity check and should not be treated as one. Its job is to make the record complete when the file is looked at a year later, which is why the date field beside it is required and the signature itself is not.

Build your own in about a minute

The button below opens the generator with this use case already described. Change the wording to match your own, generate, then edit anything you like.

Make my payroll details change form

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Want the steps in the builder? Read Control who can fill in your form, then Automate your form with add-ons. For everything this generator can do, see the form maker.