Our preferred methods of payroll submission are online, Excel Pay Sheet, or email. When absolutely necessary, we will also accept payrolls by fax or phone. However, years of experience and many studies have shown that payroll accuracy, customer satisfaction, and overall efficiency when payroll data is submitted in a traceable, written format.
If for any reason it is necessary to change your scheduled processing day, please give us as much advance notice as possible to ensure that your payroll will be delivered when you need it.
Completed payroll information received after 2:00 p.m. on your scheduled day is considered late and may affect when you are able to receive your payroll and the day your checks are dated. The time your payroll is received is recorded. Please get your payroll to us on time.
If a next day direct deposit is required in an emergency, availability of funds cannot be guaranteed and there will be a $50.00 surcharge.
You are billed and debited for our fees each pay period.
Our invoices detail direct deposit checks, employee and employer expense of taxes, agency checks, delivery/postage fees and the processing charge. These fees will be debited one day prior to the check date; so please be aware that this will be done automatically and if funds are not available there will be additional charges.
Information about your payroll is strictly confidential. We require authorization regarding whom we may speak with at your company about payroll matters. Please keep us updated on authorized contacts.
Included with each payroll is a worksheet for you to record the information we need. Please verify all information for each payroll. The worksheet shows:
To pay hourly employees you must submit the number of regular and overtime hours to be paid. Please use decimal format (decimal chart to print).If an hourly employee is not to be paid, write “0″ on the line next to the employee’s name.
If you use our worksheet, at the end of the worksheet, please record totals so we can verify that our totals match yours. Add up the total employees to be paid. Total the regular hours and overtime hours separately. We will confirm each payroll is correct by comparing our totals to yours. If there is a difference, we will verify your calculation and call if there is a discrepancy. If totals are not provided we consider the worksheet to be incomplete and we will try to contact you to get the correct totals. Because of the timeliness of payroll, we may be forced to process your payroll, but we cannot be held liable for any corrections that may need to be made. Ultimately this is your responsibility.
Any employee can be paid additional hours for holiday, vacation, sick pay, bonus, etc. The additional pay can be included in the regular paycheck or you may ask for separate checks. Please make sure the Payroll Specialist is aware of a multiple check request.
For your convenience, this website has all of the forms a new employee is required to fill out. You are required by law to keep copies of the completed forms. Please have the new employee fill out the “New Employee Information” form and the “Direct Deposit Authorization” form. These are the only forms that we request from you.
If you have more than 5 new employees per payroll; we request that your payroll specialist receive the new hire sheets at least 2 days prior to your payroll processing date. Enter the employee’s name on the Input Worksheet and any hours or wages this employee may have accrued for the pay period.
The following types of permanent changes should be reported to us with each payroll:
Near the end of each year, you will receive a report listing employees and their information. For the accurate generation of W-2’s, you will be required to review the information and return it to us reporting any necessary changes.
Whenever you issue a manual check or void a payroll check that has been issued, the check must be reported to us as soon as possible. We have the ability to use a “Tax Calculator” screen within our payroll system to calculate “net” checks or to “gross-up” a check. Our suggestion would be that if possible, you call us before any manual checks are written. Every circumstance is different; so there may be multiple options available to you, but please tell us what your situation is at the time.
Both bank and regular holidays can affect your payroll. Each year we will provide you with a calendar detailing the specifics of your payroll submission and processing days for each payroll of the year. Please also see the calendar below detailing all Simplifi Payroll and HR Holidays.
FEDERAL BANKING HOLIDAYS – BANKS CLOSED
Veterans Day — Thu, Nov 11, 2021
Thanksgiving — Thu, Nov 25, 2021
Christmas Day — Fri, Dec 24, 2021
New Year’s Day — Fri, Dec 31, 2021
Christmas Eve — Fri, Dec 24, 2021, Simpifi Closes at Noon
New Year’s Day — Fri, Dec 31, 2021, Simpifi Closes at Noon
Day after Thanksgiving — Fri, Nov 26, 2021, Simplifi Closed