Please see a list of our frequently asked questions. We are constantly adding updates, video tutorials and other information that are generally used by our Clients. If you have a suggestions please feel free to let your CSR know.
Below Are the Cutoff Times to Be Aware of:
Payroll Processing : 2 Days before your check date by 2:30 pm East Coast Time
New Employees: 2 Days before your call in date
Special Bonuses which require calculations: 5 Days before the date of the desired check
There are three options for accessing reports.
1) Access the report via our online reports module. All clients are provided an online portal to access reports. Click here for a how to, on accessing reports. If you need help with your login, use the forgotten password or contact your CSR
2) Put in a request to your CSR for the report you need. This can take up to two business days
3) Check your latest payroll reports package
Hours of Operation
Our hours of operation are Monday through Friday 9am to 5pm Eastern Time. We are closed on all banking holidays as well as Black Friday. Please note our phones are switched over to after hours starting at 4pm to allow our staff time to wrap up end of day activities and prepare for the next day. We are still here till 5:00 and you can always reach us via email.
Direct Deposit Errors:
If your employee submitted an incorrect account number, closed their bank account without telling you, etc the employee will alert you on pay day. When this happens contact your CSR to let them know about the banking change or update. Once we recieve notification from the bank stating the direct deposit is being returned, which can take up to three business days, we will notify you alerting you of the return. We recommend that you do not pay the employee with a check until you recieve notification from us as some banks will “push through” the direct deposit if it is simply an account number error. In some cases, if the employee recently closed their bank account a bank will reopen the account for the deposit. Once we recieve notification of the return we will deposit the money back into your account.
Most reports are not allowed to be emailed directly to you for security purposes. Security is our number one concern and we have built in many options for you to retrieve your documents securely. Please see our “I Need a Report What Are My Options” question above for options on retrieving reports.
How To Reconcile a W-2 to Paystubs
Paystubs and W-2s are normally not the same. A paystub documents transactions that have occurred, such as deductions, benefits, earnings, etc whereas a W-2 documents taxable amounts.
For a detailed explanation and an example of how to reconcile your paystub to your W-2 please watch our demo here
Workers Comp Audits
Workers Comp audits are a normal item. Don’t panic, this is not an “audit” put a review of your insurance policy. Every year the insurance company will request copies of 941s, Unemployment forms, Payroll Registers breaking employees out by class code and other items. This is to ensure they charged you the correct premium. If you recieve a workers comp audit request, send the request to your CSR as soon as you recieve it and we can assist in completing the audit.
Accessing Employee Documents
Payroll Services LLC offers three options for employees to access their documents.
Employee Contact with Payroll Services LLC
Payroll Services LLC has a strict no contact policy with employees that are not an authorized contact. Contractually, we are not allowed to speak to anyone other than the designated payroll contact. Payroll Services’ staff will not communicate, provide, assist or direct any employees on any matters. If an employee or former employee has a question Payroll Services’ staff will direct the employee to the designated contact at your company.
Pay Cards and Fraud
Payroll Services LLC’s policy is to not accept pay cards for employee payments. Paycards have been one of the primary tools utilized in fraudulent transactions. When money is deposited onto a paycard you do not have any options of retrieving the money if it was sent in error (think incorrect payroll). Paycards have no tracing features and have been utilized in many fraud attempts. With a direct deposit, the employer has options in attempting to retrieve incorrect pay amounts.
All deliveries go out the same day your payroll is processed. You should recieve it the next day by 3:00pm If you do not recieve your payroll by 3:00pm the day after you send us your payroll contact us ASAP so we can track your package or get you a new package.
What is this a 1095C and how to read it
A 1095C is issued to all full time employees who worked for an employer that has 50 or more Full Time Employees. The 1095C shows when or if you were eligible for insurance, and how much the “affordable plan” that was being offered cost. A 1095 does not indicate any type of tax due or income. It is an information return.
Please see this example for the explanation below:
New Employee Documents
New Employees at the minimum should fill out the following documents:
- PRS New Employee Information Form
We also recommend that you have the following documents for each employee:
- Employee Handbook
- Do Not Compete if applicable
- Confidentiality Agreement if applicable
- Safety Handbook
What is your snow policy?
During periods of inclement weather, Payroll Services is fully operational with limited phone coverage. During inclement weather, our team works remotely and all payrolls are processed on time. During these periods, phone coverage is limited and we are not monitoring inbound phone calls. Email your representative for any questions or communications. Your processor will reach out to you via phone or email. Deliveries may be delayed depending on your location. You can find out if our snow policy is in effect by calling our office at 240-699-0060 / 1-888-WAY-2-PAY or via our twitter @prspayroll
Q: Can you help me with my employee’s W-4?
Unfortunately we can’t help fill out your employees W-4 or suggest what they should withhold. We also strongly recommend you do not do this either. Refer the employee to his or hers accountant to get assistance with what they should claim. It is always the employee’s responsibility to provide you with tax information, you should never provide tax advice due to liability. Below is a video from Turbo Tax explaining a W-4 and how one would fill one out under normal circumstances.