Payroll Processing Guidelines

Core Payroll Services

All ChattaPay payroll plans include the core payroll processing and tax administration services needed to manage payroll accurately and efficiently.

• Federal, state and applicable local payroll tax filings and payments
• Forms 941, 940 and applicable state payroll tax returns
• Dedicated payroll specialist
• Direct deposit processing
• Standard payroll reports
• Annual electronic W-2 and 1099 preparation
• Single-state payroll tax filing
• Two included off-cycle payrolls per calendar month
• Employer administration portal
• Employee self-service portal
• Payroll reminders
• Ongoing training and support
• Account setup and payroll migration

Payroll Service Tier Responsibilities

Payroll responsibilities vary depending on the service plan selected. The sections below outline the general responsibilities of ChattaPay and the client under each payroll option.

Preferred Payroll Submission Methods

For accuracy, security and traceability, payroll information should be submitted using an approved ChattaPay method.

• ChattaPay online payroll portal
• ChattaPay Time & Attendance
• Secure payroll spreadsheet
• Encrypted email

How to Submit Payroll Details

Each payroll cycle may include a digital worksheet or online input form listing employees, departments, pay rates when applicable and current deductions. Review all information carefully before submission.

Hourly Employees

Submit total hours worked for each employee in decimal format. For example, 36 hours and 45 minutes should be entered as 36.75 hours.

If an employee should not be paid for the payroll cycle, enter “0” or otherwise clearly indicate that no payment is due.

Salaried Employees

Clearly identify each salaried employee who should be paid. If compensation changes, indicate whether the change is temporary or permanent.

If no payment is due, enter “0” or clearly indicate “No Pay.”

Additional Earnings

Clearly identify bonuses, commissions, holiday pay, vacation pay, sick pay or other additional earnings. Please indicate whether the amount should be included in the regular payroll or processed as a separate check.

Timekeeping

Clients using ChattaPay Time & Attendance are responsible for reviewing and approving employee timecards before the payroll submission deadline.

Unapproved or incomplete timecards may delay payroll processing or require manual adjustments.

New Hires

Tennessee employers must report new hires within 20 days of hire. New-hire information should be entered or submitted before the payroll deadline to allow sufficient time for payroll setup.

Employer-Managed Payroll

Enter new hires directly through the payroll system. Clients using ChattaPay One may also electronically onboard employees through the Electronic Onboarding feature.

Concierge Payroll

Submit completed new-hire documentation before the payroll submission deadline.

When more than five employees are being added during a pay period, documentation should be submitted at least one additional business day before the normal payroll deadline.

Employee Updates & Changes

Notify ChattaPay promptly of employee changes that may affect payroll or tax reporting.

• Employee name, address or Social Security number changes
• Pay rate adjustments
• Federal or state withholding changes
• Insurance, 401(k) or other deduction changes
• Garnishment or child support changes

Year-End Employee Verification

At year-end, ChattaPay may provide an employee verification report so your business can confirm employee information before W-2s are generated.

Employers are responsible for reviewing and approving employee data for accuracy, including names, addresses, Social Security numbers and other payroll information.

Direct Deposit & Payroll Funding

All payrolls using direct deposit must meet the standard two-business-day submission requirement.

Emergency or expedited payroll requests are not guaranteed and are subject to funding verification, bank cutoff times and applicable rush fees.

Submission of payroll constitutes authorization for ChattaPay to initiate ACH debits for payroll net pay, payroll tax liabilities and applicable service fees.

Billing & Funding Policy

ChattaPay service fees are debited according to your established payroll and billing schedule.

Payroll invoices and funding requirements may include:

• Net payroll
• Direct deposit totals
• Payroll tax liabilities
• Agency payments
• Processing fees
• Delivery or add-on charges

Clients are responsible for ensuring sufficient funds are available to cover all authorized payroll obligations.

Check-Based Payrolls

Payrolls involving printed checks are subject to the same standard two-business-day submission policy.

Printed-check payrolls require physical production and therefore cannot be entirely paperless.

Courier deliveries are generally scheduled for the next business day when payroll is received by the required processing deadline.

If your normal processing schedule needs to change, contact ChattaPay as early as possible.

Manual or Voided Checks

Notify ChattaPay immediately when issuing a manual payroll check or voiding a payroll payment.

Failure to report manual checks may result in incorrect payroll tax filings or penalties.

Bank Holidays & Payroll Planning

Federal and bank holidays affect ACH and direct-deposit processing timelines.

ChattaPay provides an annual Payroll & Banking Calendar to help clients plan for holiday-related payroll deadlines.

If you are unsure whether an upcoming holiday affects your payroll schedule, contact the ChattaPay support team.

Confidentiality & Authorized Contacts

Payroll information is strictly confidential. For your protection, ChattaPay will only discuss payroll information with contacts authorized by your business.

We recommend maintaining at least two approved payroll contacts whenever possible and notifying ChattaPay promptly when staffing or authorization changes occur.