Core Payroll Services (Included in All Payroll Plans)

All ChattaPay payroll plans include the following Core Services:
• Federal, state, and local payroll tax filings and payments (including Forms 941, 940, and applicable state returns)• Direct deposit processing• Garnishment and child support processing• State new hire reporting• Standard payroll reporting• Tax notice assistance and coordination• Annual W-2 and 1099 preparation (print & mail available as add-on)• Single-state payroll processing• Unlimited payroll runs• Online employer admin portal• Employee self-service portal• Payroll reminders• Unlimited scheduled support and training• Free account setup and payroll migration
Additional active states are available for an additional fee.

Payroll Service Tier Responsibilities

Self-Managed Payroll (Client-Managed)
Best for businesses that want full control using modern payroll tools.
Client Responsibilities:
• Enter payroll hours and compensation• Submit payroll within deadline• Enter new hires in the system• Manage electronic onboarding• Maintain employee updates• Manage timekeeping and PTO tools• Approve timecards• Submit required documentation
ChattaPay Provides:
• Secure payroll system access• Scheduled training and support• Compliance guidance
ChattaPay does not perform payroll data entry, new hire entry, or workforce tool management under this tier.
Concierge Payroll (ChattaPay-Managed)
Best for businesses that prefer ChattaPay to handle payroll administration.
ChattaPay Responsibilities:
• Payroll data entry• Employee pay changes and updates (based on submitted documentation)• New hire system entry (based on completed documentation)
Client Responsibilities:
• Provide complete payroll data by deadline• Submit required employee documentation
Concierge Payroll does not include management of workforce tools such as timekeeping, PTO tracking, or electronic onboarding.
Accounts utilizing timekeeping, PTO tracking, or electronic onboarding are classified under the Self-Managed Payroll tier.

Payroll Submission Policy

To ensure accurate and timely processing, all payrolls must be submitted no later than 3:00 PM, five (5) business days prior to the pay date.
Example:
If your pay date is Friday, your payroll must be submitted by 3:00 PM on the Monday of that week.
Pay Date/Payroll Submission DeadlineFriday pay date/Submit by Monday by 3:00 PMThursday pay date/Submit by previous Friday by 3:00 PMWednesday pay date/Submit by previous Thursday by 3:00 PM
Business days exclude weekends and bank holidays.
This timeline allows sufficient time for:
ACH funding verification
Direct deposit processing
Tax liability scheduling
Quality review and compliance validation
Payrolls submitted after the deadline may delay funding, direct deposit release, tax scheduling, and may result in applicable rush fees.

Preferred Payroll Submission Methods

To ensure accuracy and traceability, payroll data should be submitted via:

• ChattaPay Online Portal (Preferred)
• Secure Payroll Spreadsheet
• Encrypted Email

Phone or handwritten payroll submissions may incur additional processing fees due to manual verification requirements.

How to Submit Payroll Details

Each payroll cycle includes a digital worksheet or online input form listing your employees, departments, pay rates (if applicable), and current deductions.
Please review all data carefully before submission. Incomplete or incorrect information may delay processing or result in inaccurate payroll calculations.
Hourly Employees
Submit total hours worked for each employee in decimal format (example: 36.75 hours).If an employee should not be paid for that cycle, enter “0” next to their name.
Salaried Employees
Salaried employees are not automatically processed unless indicated.Please clearly mark “Pay” for each salaried employee to be included in the payroll.If compensation changes, specify whether the change is temporary or permanent.If no payment is due, enter “0” or “No Pay.”
Additional Earnings
Clearly indicate any bonus, commission, holiday pay, vacation pay, or sick pay in your submission.Specify whether the amount should be included in the regular payroll or processed as a separate check.

New Hires

Tennessee employers must report new hires within 20 days of hire.
Self-Managed Payroll Clients:
Enter new hires electronically through the portal.
Concierge Payroll Clients:
Submit completed documentation prior to your payroll submission deadline.
For more than five hires in a pay period, documentation should be submitted at least one additional business day prior to the payroll submission deadline.

Employee Updates & Changes

Notify ChattaPay promptly of any employee updates, including:

• Employee name, address, or Social Security number changes
• Pay rate adjustments (temporary or permanent)
• Federal or state withholding updates
• Changes to voluntary deductions (insurance, 401(k), etc.)
• Garnishment or child support updates

All changes must be submitted prior to your payroll deadline to ensure accurate processing.

Incomplete or late updates may delay payroll or result in incorrect withholding calculations.

At year-end, ChattaPay will provide an employee verification report to confirm employee data before W-2s are generated. It is the client’s responsibility to review and approve this report for accuracy.

Direct Deposit & Funding

All payrolls must meet the five-business-day submission requirement.
Emergency or expedited payroll processing 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, tax liabilities, and applicable service fees.

Late Submissions

Payrolls received after the stated deadline:
• May result in delayed direct deposits• May shift the pay date• May require written acknowledgment of delayed funding• May incur rush processing fees
Time stamps are automatically recorded for compliance and audit accuracy.
Late submissions may also delay tax payment scheduling and may result in penalties or interest outside of ChattaPay’s control.

Billing & Funding Policy

ChattaPay service fees are debited in advance of the payroll check date.
Invoices include:
• Net payroll• Direct deposit totals• Tax liabilities• Agency payments• Processing fees• Delivery or add-on charges
Clients are responsible for ensuring sufficient funds are available.
NSF fees may apply from both ChattaPay and your financial institution.
Repeated NSF events may result in mandatory funding adjustments or termination of ACH privileges.

Check-Based Payrolls

Check-based payrolls are subject to the same five-business-day submission policy.
Note: Check payrolls cannot be paperless.
Courier Deliveries: Delivered by 5:00 PM the next business day. Delivery timing assumes payroll is received by the five-business-day deadline.
If you need to change your normal processing schedule, please contact ChattaPay as early as possible to ensure timely delivery.

Manual or Voided Checks

Notify ChattaPay immediately if issuing manual checks or voiding payroll.
Failure to report manual checks may result in incorrect tax filings or penalties.
Contact your payroll specialist before issuing off-cycle payments to ensure proper tax handling.

Bank Holidays & Calendar Planning

Federal and bank holidays affect ACH timelines.

ChattaPay provides an annual Payroll & Banking Calendar to help you plan.

If uncertain about an upcoming holiday impact, contact our support team.

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.

Important Compliance Notice

Failure to meet submission deadlines may impact payroll timing, ACH funding release, and tax scheduling.

To protect your business and ensure payroll accuracy, ChattaPay enforces structured submission timelines for all accounts.