Preferred Methods of Submitting Payroll

Our preferred and most efficient payroll submission methods are:

Online through the ChattaPay Portal

Excel or Secure Payroll Spreadsheet

Email Submission (with encryption)

When necessary, we can also accept payrolls by fax or phone, but please note that accuracy and traceability are best achieved when payroll data is submitted in a written or digital format.

⚠️ Note: Payrolls submitted by phone or handwritten notes may incur an additional processing fee due to the manual verification required.

Direct Deposit Payrolls

Submission Deadline: No later than 2:00 PM, two banking days before the pay date.

Paperless Payrolls: Processed and emailed the same business day.

Courier Deliveries (if requested): Delivered by 5:00 PM the following business day.

Emergency “next-day” direct deposit requests cannot always be guaranteed and will include a $50 rush surcharge if funds availability is confirmed.

Check-Based Payrolls

Submission Deadline: No later than 2:00 PM, two banking days before the pay date.

Note: Check payrolls cannot be paperless.

Courier Deliveries: Delivered by 5:00 PM the next business day.

If you need to change your normal processing schedule, please contact ChattaPay as early as possible to ensure timely delivery.

Late Submissions

Payroll data received after 2:00 PM on your scheduled processing day is considered late.
Late submissions may delay your payroll delivery and affect check or direct deposit dates.
The time your payroll is received is recorded automatically for audit accuracy.

Billing Information

ChattaPay service fees are billed each pay period and automatically debited one day before your check date.

Invoices include all payroll details: direct deposits, paper checks, tax liabilities, agency payments, delivery fees, and processing charges.

Please ensure sufficient funds are available; NSF fees may apply from both ChattaPay and your financial institution.

Confidentiality & Authorized Contacts

Your payroll information is strictly confidential.
For your protection, ChattaPay will only discuss payroll details with authorized contacts designated by your business.
We recommend maintaining two approved payroll contacts and updating us whenever staffing changes occur.

Submitting Payroll Data

Each payroll cycle includes a digital worksheet or input form that lists:

Departments and assigned employees

Current pay rates (optional)

Deductions, garnishments, and voluntary deductions (401(k), insurance, etc.)

Please double-check all information before submission. Late or incomplete data can delay processing.

Hourly Employees

Provide total hours for each hourly employee using decimal format (e.g., 36.75 hours).
If an employee should not be paid, mark “0” next to their name to avoid confusion.

Salaried Employees

Salaried employees are not automatically paid each cycle.
Please indicate payment by circling or entering “Pay” next to their name.
If their pay amount changes, clearly note whether the change is temporary or permanent.
Mark “0” or “No Pay” for any employee not receiving pay that period.

Additional Pay

If an employee is receiving holiday, vacation, bonus, or sick pay, note this clearly in your submission.
You may include it in the regular paycheck or request a separate check — just notify your payroll specialist in advance.

New Hires

Tennessee employers are required to submit new hire information within 20 days of employment.
You can access all required forms directly through the ChattaPay Client Portal.
Please send us:

The completed New Employee Information Form

The Direct Deposit Authorization Form (if applicable)

For more than five new hires in a single pay period, submit their data at least two business days before payroll to avoid delays.

Permanent Employee Changes

Notify ChattaPay of any permanent changes including:

Employee name, address, or SSN updates

Pay rate or withholding changes

Adjustments to voluntary deductions (insurance, 401(k), etc.)

At year-end, you’ll receive an employee verification report to confirm data before W-2s are generated.

Manual or Voided Checks

If you issue a manual check or void a payroll check, notify ChattaPay immediately.
You can use the Tax Calculator tool in our system to estimate net or gross-up pay amounts, but it’s best to contact us before issuing manual checks to ensure proper tax handling.

Bank Holidays & Payroll Calendar

Bank and federal holidays can affect payroll timelines.
ChattaPay provides an annual Payroll & Banking Holiday Calendar to help you plan ahead.
If you’re unsure how an upcoming holiday affects your pay date, check your calendar or contact our support team.