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 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 (2) included off-cycle payrolls per calendar month• Employer administration portal• Employee self-service portal• Payroll reminders• Ongoing training and support• Free account setup and payroll migration
Additional states, local tax filings, printed year-end forms, workforce management features, and optional administrative services are available for an additional fee.

Payroll Service Tier Responsibilities

Payroll service responsibilities vary based on the service plan selected. The following sections outline the responsibilities of both ChattaPay and the client under each payroll service option.
ChattaPay One Workforce Platform
ChattaPay One is an optional Employer Self-Service platform available exclusively with Employer-Managed Payroll. It provides employers with additional workforce management tools including electronic onboarding, employee self-service, timekeeping, scheduling, PTO management, document storage, organizational charts, and more.
Employer-Managed Payroll
Best for businesses that want to manage their own payroll while leveraging modern payroll and workforce management tools.
Client Responsibilities:
• Enter payroll hours and compensation• Submit payroll within deadline• Enter new hires in the system• Manage electronic onboarding (with ChattaPay One)• Maintain employee updates• Manage timekeeping, scheduling, and PTO tools (with ChattaPay One)• Approve timecards (with ChattaPay One)• Submit required documentation
ChattaPay Provides:
• Secure payroll system access• Payroll processing and tax administration• Scheduled training and support• Payroll compliance guidance
Under this plan, the client is responsible for payroll data entry, employee maintenance, and new hire entry.
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)• Employee and new hire payroll profile setup (based on completed documentation)
Client Responsibilities:
• Provide complete payroll data by deadline• Submit required employee documentation
Concierge Payroll is designed for businesses that prefer ChattaPay to manage the day-to-day payroll administration. Workforce management features available through ChattaPay One are not included with this service.

Payroll Submission Policy

To ensure accurate and timely processing, all payrolls must be submitted no later than 3:00 PM, two (2) 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 Wednesday of that week.
Pay Date/Payroll Submission DeadlineFriday pay date/Submit by Wednesday by 3:00 PMThursday pay date/Submit by previous Tuesday by 3:00 PMWednesday pay date/Submit by Monday 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)• ChattaPay Time & Attendance• 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.

Timekeeping (For ChattaPay One Clients)

Clients utilizing ChattaPay Time & Attendance are responsible for reviewing and approving employee timecards prior to 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.
Self-Managed Payroll Clients:
Enter new hires directly through the payroll system. Clients utilizing ChattaPay One may also onboard employees electronically using the Electronic Onboarding feature.
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.
State new hire reporting is performed by ChattaPay after the employee has been added to the payroll system. Applicable new hire reporting fees may apply in accordance with ChattaPay's published fee schedule.

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 two-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.
Returned payroll funding, ACH returns, and repeated insufficient funds may result in additional administrative fees, recovery charges, suspension of ACH privileges, mandatory prefunding, or other actions as outlined in ChattaPay's published fee schedule.

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.
Returned payroll funding, ACH returns, and other funding-related issues may result in applicable fees as outlined in ChattaPay's published fee schedule. Repeated funding issues may require mandatory prefunding, suspension of ACH privileges, or other funding restrictions.
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 two-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 two-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.