Overview
This article covers how billing works when you enroll in Payroll as part of your subscription to When I Work.
This article was last updated on March 25, 2024.
Billing frequency
Payroll fees are billed in arrears on a monthly basis and are included in the monthly bill alongside the subscription fees for the Scheduling & Attendance Product.
Customers on annual Scheduling & Attendance plans that are billed on a monthly basis are billed for both their Scheduling & Attendance subscription as well as the monthly Payroll fees.
Payroll fees
Payroll consists of the following fees:
- Payroll Base: A flat dollar amount paid monthly.
- Payroll Per User: A fee based on the number of users in the month.
- Pass-Through: Service fees for items like invalid EINs and late tax filings. These are billed in arrears at least quarterly based on the following fees. Our Terms of Service goes into more fine detail about these fees.
Pass-through fees details
Pass-through fees are assessed based on the number of instances. For example: if 9 employees have an employee bank error, the customer will be charged $90 ($10 x 9 employees).
| Next Day Pay ACH |
| Employee |
| $1.20 |
|
Fee to process payroll via next day ACH. Note: Only available for eligible late payrolls. |
| Invalid EIN |
| Account |
| $6.00 |
| Invalid Employer EIN, including “Applied For” (per EIN, per month) |
| Employee Bank Error |
| Employee |
| $10.00 |
| Failed Employee account validation or payment, including Notification of Change (per Employee) |
| Unpaid Tax Liabilities |
| Collection |
| $12.00 |
| Re-collection of tax funds refunded at quarter-end due to inability to deposit or funds for tax obligations incurred prior to commencement of Check Services (per collection) |
| Wire Funding |
| Wire |
| $12.00 |
| Funding of payroll via wire by Employer (per wire) |
| Employee Payroll Reversal |
| Employee |
| $60.00 |
| Attempted reversal of payment to Employee, (whether successful or not (per Employee)) |
| Late Tax Filing |
| Filing |
| $90.00 |
| Untimely tax filing where delay is due to no fault of Check (per filing) |
| Company Bank Error |
| Return |
| $120.00 |
| Return fee for unsuccessful funds transfer from Employer, inclusive of wire fees (per return) |
| Post Service Tax Filing |
| Filing |
| $180.00 |
| Tax returns filed for Employers no longer using the Services (per filing) |
| Tax Filing Amendment |
| Return |
| $180.00 |
| Amended tax returns (per return; first amendment for each Employer is complimentary unless caused by failure to terminate previous payroll provider) |
| W-2 Print & Mail |
| Employee |
| $2.40 |
| Sending W-2s to employee home address (per W-2) |
| Fee name | Quantity based on | Fee | Service |
| Next Day Pay ACH | Employee | $1.20 |
Fee to process payroll via next day ACH. Note: Only available for eligible late payrolls. |
| Invalid EIN | Account | $6.00 | Invalid Employer EIN, including “Applied For” (per EIN, per month) |
| Employee Bank Error | Employee | $10.00 | Failed Employee account validation or payment, including Notification of Change (per Employee) |
| Unpaid Tax Liabilities | Collection | $12.00 | Re-collection of tax funds refunded at quarter-end due to inability to deposit or funds for tax obligations incurred prior to commencement of Check Services (per collection) |
| Wire Funding | Wire | $12.00 | Funding of payroll via wire by Employer (per wire) |
| Employee Payroll Reversal | Employee | $60.00 | Attempted reversal of payment to Employee, (whether successful or not (per Employee)) |
| Late Tax Filing | Filing | $90.00 | Untimely tax filing where delay is due to no fault of Check (per filing) |
| Company Bank Error | Return | $120.00 | Return fee for unsuccessful funds transfer from Employer, inclusive of wire fees (per return) |
| Post Service Tax Filing | Filing | $180.00 | Tax returns filed for Employers no longer using the Services (per filing) |
| Tax Filing Amendment | Return | $180.00 | Amended tax returns (per return; first amendment for each Employer is complimentary unless caused by failure to terminate previous payroll provider) |
| W-2 Print & Mail | Employee | $2.40 | Sending W-2s to employee home address (per W-2) |
Example bill using 3/1 as billing date
- Scheduling + Attendance for 3/1 – 3/31.
- Payroll Base for 2/1 – 2/29.
- Payroll Per User for 2/1 – 2/29.
- Pass-Through for 2/1 – 2/29.