Payroll Implementation

I’m starting payroll in the middle of a quarter. What does this process look like?

When an employer transitions to a new payroll provider, there are payroll taxes that were accrued but remain unpaid as the due dates haven’t been reached at the time of the company’s departure. Check will be managing payroll for the employer when the due date is reached and will need to process a collection of any unpaid tax in order to have the funding to remit those payments on a company’s behalf. This collection is known as a “Mid-Quarter Collection”.

The collection is scheduled for the first business day of the month following the company’s start date. For example, a company that starts on February 15th will have a Mid-Quarter Collection processed on March 1st (assuming the first is not a weekend). Because the Mid-Quarter Collection can include income taxes that are paid monthly it’s important to note that a company starting later in the month would still have the same due date. This ensures Check is properly funded for all pending tax payments and avoids late payment penalties.

During the implementation process, our team will communicate the amount of the expected collection. This amount is open for discussion based on whether the previous provider made the deposits and should be reviewed. If the company indicates a tax was in fact paid by their previous provider, the collection amount will be adjusted.

Payroll Processing

What deadlines are required for payroll approvals?

Clients with 2 Day Payroll Processing can process payroll two business days prior to the check date. If a company normally has a Friday check date, they can process payroll on Wednesday.

Bank Holidays may impact approval dates.

Check Date	2 Day Approval Date
Monday	Thursday
Tuesday	Friday
Wednesday	Monday
Thursday	Tuesday
Friday	Wednesday

What can I do if I’ve missed my payroll approval deadline?

For employers that have missed their payroll approval deadline and would like to maintain the same check date we have a couple of options:

• Fund payroll with a wire transfer. The wire transfer must be received no later than 5pm Eastern Time on the day prior to the check date.
• We offer Morning Next Day Pay at a premium charge, which would allow employers to approve payroll by 8pm Eastern Time for employees to receive direct deposits on the next business day by 8:30 am local time.
• Manual Payments can be issued directly to employees. We will handle the applicable tax and garnishment debits, and the employer is responsible for employee payment via paper check, cash, venmo, etc.

To proceed with any of these options, please contact the Arcoro support team.

I overpaid an employee. Can I reverse the payment?

Please contact the Arcoro support team.

I underpaid an employee. How can I correct this?

You have the option to pay a separate check on an off-cycle payroll for the difference. Contact the Arcoro support team if you need assistance.

How can I run a paycheck early?

Best practice is to create an off-cycle payroll for the current pay period start and end dates, but change the pay date. Note that this process can be difficult for hourly employees since their hours may change before the end of the pay period.

Payroll Funding

When can I expect payroll funds to be debited from my bank account?

Payroll funds including taxes due, employee pay, and any child support garnishments will be debited on the business day after the scheduled approval date. Check will initiate one debit for all payroll funds. 

Bank Holidays may impact collection dates.

2 Day Processing

Check Date	Approval Date	Payroll Funds Debit
Monday	Thursday	Friday
Tuesday	Friday	Monday
Wednesday	Monday	Tuesday
Thursday	Tuesday	Wednesday
Friday	Wednesday	Thursday

What payroll related amounts determine my total cash needed to fund payroll?

Each pay period, the total cash required for payroll includes the employee direct deposit net pay, the employee portion of taxes, the employer portion of taxes, and any child support garnishments.

How will the deposit appear on employee bank accounts?

We expect employees to see “Check Payroll" on their bank description.

Employee Maintenance

How do I setup a garnishment?

If you receive a garnishment notice for an employee, you will need to add the deduction to their employee profile in Arocor Payroll. The notice will let you know the amount to withhold either as a flat dollar amount or as a percentage of earnings. Add all relevant information about the agency while setting up the deduction.

What should I consider when terminating an employee?

Laws will vary based on whether an employee was terminated, or if they quit. Each state is different in regards to how quickly they require final payments to employees. You can review your states Department of Labor to confirm any updates to final paycheck laws.

If you are in a state that allows for the final check to be paid on the standard payroll schedule, then you can pay the employee on your next scheduled pay run. However, if your state requires a faster turnaround time, you can create an off cycle payroll to facilitate the payment faster. In the event you need to pay someone immediately and you have the ability to write an in-house check, you can use Arcoro Payroll to log a manual paycheck to ensure the taxes will be paid and to calculate the net pay

Taxes

What do I do if I receive a tax notice?

Submit a ticket to the Arcoro support team, including a copy of the notice (all pages, front and back) for review. They will collaborate with the tax agency to investigate the issue.

When will I be able to access my quarterly and annual tax documents?

• All quarterly returns are posted within the first two weeks after the close of the previous quarter.
• Your annual returns are posted within the first two weeks after the close of the year.