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Setup

Q: How long will it take to set up my account and run my first payroll?

In our efforts for accuracy we generally like to have three weeks to gather and verify all your data; however, if the need is urgent, we have completed implementations in as little as three days. The date of your first payroll and an implementation timeline that works for you will be agreed upon by both parties at contract signing.

Q: What are the technology requirements for your programs?

There are no hardware requirements. Our technology can run on any PC or laptop that has access to the internet via Internet Explorer 8, FireFox, Safari or Google Chrome.

Service

Q: What is your fax number?

General Fax: (916) 258-0951 Tax/Garnishment Letter Fax: (916) 415-6287

Q: Do you have a toll free number?

Yes, our toll free phone number is 888-607-0538. Our toll free general fax number is 888-782-4737.

Q: Do employees have access to check history and W-2s?

Yes. We do have employee self service to view and print check history and W-2s. Please visit: https://payrollontheweb.com/employee

Q: Our business has a new mailing address and/or delivery address, what do we need to do to change within the payroll system?

If you are changing your legal address with the IRS, complete IRS Form 8822. You can find the form on the IRS website www.IRS.Gov. After submitting Form 8822 to the IRS, please forward a copy to your Payroll Specialist. If your legal address is not changing then just let your Payroll Specialist know to make the changes in the payroll system. Reminder, we care about security, if you choose to email this information, be sure to send the document safely from the following link http://payrollontheweb.myfileguardian.com

Q: What is your billing process?

We send an electronic invoice via email one day before we ACH the invoiced amount from your account. The ACH will occur the day after your payroll checks are printed. For invoicing inquiries contact JoLynn Maclean.

Q: What if there is a question about my invoice?

Should you have any questions about your invoice, please contact JoLynn Maclean, or you can always contact your Payroll Specialist.

Q: Do you have multilingual employees?

Yes, please refer to the contact us page for a list of employees and languages spoken.

Q: How do you keep data sent via email secure?

We take security very seriously. When sending email we use an excryption service. To send us a secure file transfer click http://payrollontheweb.myfileguardian.com .

Payroll Processing

Q: When will my payroll be delivered?

Your payroll will be delivered before noon in most regions on your expected delivery day.

Q: What types of reports will be included with each payroll package?

Clients decide what reports they want hard copies of included with the delivery of payroll. Generally these are Check Register Summary, Check Register Detail and Payroll Deposit Requirements; however, these reports are also available on-line at any time or can be emailed to the correct contact automatically once payroll is done.

Q: Can I receive my reports electronically or view them on-line?

Yes, you can have any reports needed sent electronically and you may also run and view them on-line anytime.

Q: What if there is a mistake in my payroll?

Please contact your Payroll Specialist immediately via phone, or email. We will take care of it.

Q: What should I do if our checks were not delivered?

Immediately contact Kathryn Seamons at (916) 757-6780. Or, you can always contact your Payroll Specialist.

Q: I have just received a garnishment order for one of our employees; do I need to send it to you?

Yes. We will program the garnishment in the system for that employee with a payment check to arrive along with your payroll. Fax the notice to the attention of Donna at Fax # (916) 415-6287, or you can always contact your Payroll Specialist and give them the garnish information. Reminder, we care about security, if you choose to email this information, be sure to send the document safely from the following link http://payrollontheweb.myfileguardian.com

Q: I need to write a manual check, how do I get the figures?

By running a trial payroll inside our software you can see exactly what the check should look like. You can change it as needed prior to finalizing. The program allows you to create a PDF of the check details so you can cut a manual check.

Q: I need to add features to our payroll like adding a vacation accrual, how do I get that setup?

Contact your Payroll Specialist with the information and they will add the features to your payroll set-up.

Q: I received a notification from a state unemployment agency that my unemployment rate has changed.

Fax a copy of the notification attention to Cori to Fax # (916) 415-6287, or you can always contact your Payroll Specialist. Reminder, we care about security, if you choose to email this information, be sure to send the document safely from the following link: http://payrollontheweb.myfileguardian.com

Taxes & Garnishments

Q: I just received a tax notice, what should I do?

Once you have determined the notification is related to payroll taxes you should send a copy of the notice to us. Fax the notification attention to Cori at Fax # (916) 415-6287, or you can always contact your Payroll Specialist. Reminder, we care about security, if you choose to email this information, be sure to send the document safely from the following link: http://payrollontheweb.myfileguardian.com

Q: Do you impound our taxes?

No we currently do not though may in the near future look at this service. We pay taxes directly from your account to the tax agency.

Q: When can I expect to receive copies of my quarterly tax returns?

You may view Quarterly Summary Reports online inside our payroll software. Client copies of the returns will be shipped within 30 days after the end of the quarter.