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WJH Payroll Processing FAQ
This FAQ is divided into two
sections. Questions 1 - 10 cover the basics of the service
and are intended primarily for people considering the use of the
service. Questions 11 and above focus on actual use of the
service.
Basics of the Service:
1. What payroll
services do you offer?
2. What
are some advantages of your service?
3. What
do I receive if I use your service?
4.
How do you deliver pay checks to me?
5.
Can you electronically deposit federal taxes for me?
6.
Can individuals use your payroll processing services?
7. What are your fees for
this services?
8.
Are there any setup fees?
9.
What can I do to get a fee estimate and get started?
10.
Are there any days during the year when the processing service
is closed?
Use of the Service:
11. Do I need to keep records
of payroll transactions?
12.
How do I provide the payroll information to you?
13. What information do I need to provide to you to start
the service?
14. Do I need to provide updated information to you at
the beginning of each calendar year?
15. What information do I need
to provide to you for each pay period?
16. Can you summarize
my responsibilities if I am using your payroll services?
If you have any other questions, please
contact us.
1. What payroll services
do you offer?
We provide an easy to use
and cost-effective local alternative to in-house and large national
service bureau payroll processing. Using our service is
straightforward. You provide the initial information regarding
employees, pay rates, deductions, etc. Then, each pay period
you provide the essential pay information - hours worked, etc.
- and we calculate the pay and withholding amounts, print the
checks, and furnish you with (or direct deposit) the pay checks,
the payroll reports, and the payroll tax deposit check (or, optionally,
we initiate EFTPS deposits). Quarterly and at year end, we provide
the applicable tax entity reports and completed filing forms,
as well as the checks for those payments.
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2. What are some
advantages of your service?
a. We save you time and stress. Your staff
only has to collect pay data. We do all of the calculations
for each payday and for each reporting period. Since we
calculate all payroll tax deposits and quarterly and year end
payments, you can be assured the amount paid is 100% accurate.
b. We save you money. In many cases,
the cost of preparing payroll through this service each pay period
is less than the cost of in-house preparation. In addition,
specific forms and reports required by federal and state agencies
are completed and provided by us at no additional cost.
There is no initial set up fee (except for a small charge for
middle-of-the-year start up, see
answer 8 below) and no
year end fee for W2 and W3 processing.
c. We save you even more money. Some of the
large national payroll processors actually move the payroll taxes
owed out of your checking account and into their own interest
bearing account each payday. They do this even though it
may be weeks (or even months) before the money must be paid to
the government. This simply increases their profit
at your expense since they get the benefit of the interest on
the money they move. We do not operate this way. Your
money stays in your control until it is actually due to be paid.
d. Payroll becomes quick and easy. Each pay
period simply fax, e-mail, or call in your payroll hours.
You can receive your paychecks in as little as four hours.
f. Payroll data remains confidential. Our service
can be set up so that only the business owner or their designated
employee(s) and the assigned WJH staff know pay amounts and history.
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3. What do I receive if I use your service?
Each pay period we provide
the following.
a. Payroll checks or direct deposit stubs
b. Payroll check register
c. Payroll tax deposit check
d. Optionally (with an additional charge) payroll tax deposit
made electronically via EFTPS
e. Payroll journal for all employees
Each quarter we provide the
following.
a. State reports and payment
b. Form 941
c. FUTA deposit amount if applicable
d. State withholding reports when applicable
We provide you detailed instructions
and addressed envelopes, so all you have to do is sign the reports
and checks, and drop them in the mail.
Annually we provide the following
documents.
a. Form 940 or 940EZ, if applicable
b. W-2s
c. W-3
d. 1099s if needed (for a small additional fee)
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4. How do you deliver
pay checks to me?
Our delivery options include the following.
a. Pick up at WJH offices (This is available on Monday - Friday
from 8:30 am until 5:30 pm. See the answer
here for days when the office is closed.)
b. Use a delivery service (Note: You pay for the delivery charges.
We pass on the actual fee we are charged with no mark-up.)
The delivery service options include the following.
i. Lone Star Overnight delivery services
ii. Centex Delivery services - offering 1, 2, and 4 hour
delivery
iii. FedEX, UPS, or US Mail
iv. Other courier services of your choice.
c. Direct deposit (optional) - pay checks may be direct deposited.
A direct deposit fee in addition to the processing fee is charged
for this service. Call for an estimate.
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5. Can you electronically
deposit federal taxes for me?
Yes, federal taxes can be
deposited through EFTPS. A fee in addition to the processing
fee is charged for EFTPS service. Call for a fee estimate.
For more information about EFTPS see the
EFTPS FAQ page.
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6. Can individuals
use your payroll processing services?
Yes. Clients have found
that our service is an easy and cost effective way to handle payroll
for service providers such as maids, medical assistance personnel
and more.
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7. What are your
fees for this services?
Our fees are based on a fixed
price per pay period plus a per check cost.
Contact us if you would like a fee
estimate for your specific circumstances.
As an example, consider a
company that pays semi-monthly and has 18 employees. The cost
would be calculated as follows:
|
Item |
Cost per Item |
Extended Cost |
|
Base cost per payroll
|
$20.00
|
$20.00 |
|
Cost per payroll check
|
$1.20
|
$21.60 |
|
Cost
per vendor check
|
$120
|
$1.20 |
| |
|
|
|
Sub-Total per pay period
|
|
$42.80 |
| |
|
|
|
2 Payrolls per month
|
|
$85.60 |
|
Sales
tax
|
|
$7.06 |
| |
|
|
|
Total fee
for this example per month
(semi-monthly, 18 employees)
|
|
$92.66
|
Note that charges for direct deposit and EFTPS are extra.
Contact us for an estimate.
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8. Are there any
setup fees?
There are generally no setup
fees for our payroll services. The exception to this is
for clients who start using our service during the middle of the
year, where previous payroll data must be entered into the system.
There is a conversion charge for this activity. Contact
us for an estimate.
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9. What can I do
to get a fee estimate and get started?
Just
contact us.
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10. Are there any
days during the year when the processing service is closed?
Yes, we are closed on the following days.
New Year’s Day
Memorial Day
Fourth of July
Labor Day
Thanksgiving Day and the Friday after
Christmas Day and one other day (normally Christmas Eve) or 2
days around Christmas if it falls on a weekend
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11. Do I need to
keep records of payroll transactions?
Yes. We only keep records of checks issued by us and manual
check information. This information is only kept for the
current year. We do not maintain previous year's records
or copies of reports.
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12. How do I provide
the payroll information to you?
You have the following choices.
a. E-mail form sent to "wjhpayroll" at our base (wjh-cpa.com)
address.
b. Internet form - Access the forms
here or from the
WJH Access page.
c. Fax form faxed to 512-343-8087
d. Telephone call to 512-343-8075 (Note that phone submittal
will be subject to the availability of processing personnel.
If at all possible, please use one of the other methods.
If you must call in, make sure you call as early as possible.)
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13. What information
do I need to provide to you to start the service?
The following information must be submitted to WJH prior to the
first payroll processing date.
a. Signed copy of the WJH Engagement Letter
b. Payroll Data Sheet - This will schedule your payroll for
the rest of the year.
It includes EIN, pay frequency, address, contact info, etc.
c. Completed copy of New/Change Employee Information for
each employee. Access
the forms here or
from the WJH Access page.
d. Texas Workforce Commission (TWC) Rate - you can
call the TWC at 512-837-8636 to obtain your current rate
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14. Do I need to
provide updated information to you at the beginning of each
calendar year?
Yes, you need to provide the same information listed in the answer
to question # 13.
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15. What information
do I need to provide to you for each pay period?
The information depends on your particular circumstances and how
you capture hours worked and other data. As a general rule
you should be prepared to provide the following each pay period.
a. Company Name
b. Company Number
c. Contact Name
d. Contact Phone Number
e. Period Start Date
f. Period Ending Date
g. Check Date
h. Delivery Method
i. Employee Numbers
j. Employee Names
k. Employee Hours Worked
l. Salaried Employee Payments
m. Other payments
n. Deductions
o. Totals
p. Number of employee checks.
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16. Can you summarize
my responsibilities if I am using your payroll services?
Yes, you are responsible for
the following -
-
All communication with the IRS and state agencies. This
includes relaying any notices sent by those agencies to the
WJH payroll department. (Note we can perform services
with regard to these agencies for you. However, those
additional services are not part of our basic payroll service
and require a separate engagement agreement.)
-
New hire reporting to Texas Workforce Commission or other state
agency.
-
Filing of all applicable I-9, W-4, and other employee records.
-
Keeping up to date employee records, including an I9 and W4. (The forms and payments will be provided to
you by the WJH payroll department prior to the deadline.)
-
Reviewing checks or direct deposit statements before delivering
them to your employees.
-
Communicating any changes to pay, deduction items, or employee
information to the WJH payroll department.
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