Payroll additional costs

Understanding Your Payroll Service: Additional Fees & How to Avoid Them

At Workstream, we are committed to providing you with a robust and seamless payroll experience. As part of our commitment to transparency and helping you optimize your payroll processes, we want to ensure you are fully aware of our "Additional Payroll Fees." These fees are only incurred when specific events occur and are designed to cover the costs associated with these specialized services. Our goal is to partner with you to help you avoid these charges whenever possible.

Below is a breakdown of each additional fee, its cost, and how you can prevent it.

Fee Name (as listed on invoices)	Definition	Cost	How to Prevent
Misc: Failed Employee Validation or Payment	Failed Employee account validation or payment, including Notification of Change (per Employee)	$8	Make sure employee bank account changes are updated in your Workstream platform prior to running payroll. Employees should use the “link with Plaid” to ensure immediate bank validation. This will have them login to their bank account and will avoid penalties with invalid bank accounts.
Misc: Wire Payroll	Funding of payroll via wire by Customer (per wire)	$10	Ensure your account is set up for ACH transfers, or if wire transfer is necessary, plan in advance and confirm the need for this service. This fee applies when you, as the customer, initiate a wire transfer to fund your payroll rather than using our standard ACH debit process. If you can utilize ACH for payroll funding, this fee will be avoided.
Misc: Employee Pay Reversal Attempt	Attempted reversal of payment to Employee (whether successful or not) (per Employee)	$50	Double-check all payroll entries for accuracy before submission, including employee hours, rates, and deductions. Implement a robust internal review process for payroll. Confirm pay details with employees, if necessary, before processing. Any error that leads to an attempt to reverse a payment, regardless of success, will incur this fee. Employers should encourage employees to review/update their information within the Worker app to ensure they get paid to the proper placements.
Misc: Late Tax Filing due to Customer	Untimely or delayed tax filing where delay is due to no fault of Workstream (per filing)	$150	Ensure all necessary tax information and documentation are provided to Workstream accurately and on time. Respond promptly to any requests for information from our team regarding tax filings. This fee is incurred when delays in tax filing are directly attributable to information or action (or inaction) required from your organization.
Misc: Unsuccessful Funds Transfer from Customer	Return fee for unsuccessful funds transfer from Customer, inclusive of wire fees (per return)	$100	Maintain sufficient funds in your designated payroll bank account to cover all payroll disbursements and associated fees. Regularly monitor your account balance and ensure it aligns with your payroll obligations. This fee is charged when we attempt to debit your account for payroll funds, and the transfer fails (e.g., insufficient funds, incorrect account details). Employers should have the cash requirement from the preview payroll screen in their bank account prior to submission to ensure a successful transfer.
Misc: Post Contract Tax Returns	Tax returns filed for Customers no longer using Workstream Payroll (per filing)	$150	Ensure all necessary tax filings and payroll responsibilities are fully transitioned and completed before discontinuing services with Workstream. Plan your offboarding carefully to avoid outstanding tax obligations requiring our intervention.
Misc: Extra Amended Tax Returns	Amended tax returns (includes federal and applicable state returns; first amendment for each Customer is complimentary)	$150	Carefully review all payroll and tax data before initial submission to minimize the need for amendments. While the first amendment is complimentary, subsequent amendments incur a fee. Accuracy in your initial submissions will help you avoid this.
Misc: Next Day Pay	Fee for the next day pay service (per each unique Employee paid in a calendar month)	$1	Plan your payroll submissions in advance to allow for correct processing time lines. Utilize our payroll processing schedule to avoid the need for expedited payments. This fee is charged per employee when you require payroll to be processed for next-day delivery. Keep track of banking holidays to avoid any other issues as well.
Misc: Printing & Mailing W2s	Printing and mailing W2 and 1099 paper returns at year-end, where required (per return)	$2	Encourage employees to opt in for electronic delivery of their W2s and 1099s. Utilize the digital capabilities of the Workstream platform for these documents to avoid printing and mailing costs. This fee is incurred when we are required to physically print and mail these forms. This all happens within the Worker app/hub.

Our Commitment to You:

We understand that managing payroll can be complex. Our goal is to empower you with the tools and knowledge to operate efficiently and cost-effectively. By understanding these potential fees and following the preventative measures, you can minimize or eliminate these additional charges.

If you have any questions or require assistance in optimizing your payroll processes to avoid these fees, please do not hesitate to contact our Support team. We are here to help!

Workstream Customer Support: help@workstream.is or (415) 669-8741