Frequently Asked Questions
General Program
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› What services are part of the National Franchise Program?
PrimePay has created a customized payroll program specifically designed for franchise owners that offers significant potential cost savings, removes the burden of processing payroll and makes life a lot easier. Your payroll program can include:
- Payroll Processing - complete with employee payroll checks and earning statements
- Payroll Reports - comprehensive payroll and tax information to manage your business
- Tax Filing Service - includes payroll tax withholdings, payments, and all payroll tax returns
- Online Document Center - access to payroll reports and tax returns via the web for you and your CPA
- Online Pay Statements - access to employee pay statements through our secure Online Payroll Center
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› What types of reports will be included with each payroll package?
A standard report set will be enclosed with each payroll package. These reports include the following:
- Employee Earnings Statements with Payroll Checks
- Payroll Timesheet
- Payroll Journal
- Payroll Tax Summary
- Departmental Summary
- Deduction Report
- Terminated Employee Listing (as required)
- New Hire Report (as required)
PrimePay also offers a wide variety of optional reports for those who require additional tracking and management of payroll information and related business services. Optional reports are available at an additional charge to franchise owners and include a 401(k) Report, Bank Reconciliation, General Ledger, Year-To-Date (YTD) Master and many more.
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› How will my payroll be delivered?
The main delivery method for this program will be through the best national carrier serving your area, i.e., FedEx, UPS, etc.
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› Can I access my payroll reports online?
Yes. You can access your payroll reports via the web through PrimePay's Online Document Center.
With Online Document Center, you can access your payroll information securely - anytime, anywhere. Your payroll reports and payroll tax returns can be viewed on screen, printed to your local printer and saved to your computer. With just a click of a mouse, you can filter your payroll data and view specific information. You can also give your CPA access to your payroll reports and payroll tax returns through Online Document Center.
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› Do you offer “paperless” payroll?
PrimePay gives your franchise the option of going green with an environmentally-friendly payroll. Our 100% paperless option lets you handle your payroll information online from your PC or laptop. You can enter payroll data, submit your payroll for processing and access all of your payroll reports and payroll tax returns through a secure web browser. Easily manage your reports through Online Document Center, ensure timely delivery with direct deposit and pre-loaded payroll cards and reduce the risk of identity theft through online pay statements.
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› Besides payroll, what other services do you offer?
We offer a suite of business services that are related to payroll and in many cases run through our payroll system. There are additional charges for these services as they are beyond the scope of the National Payroll Program. These services include:
Getting Started
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› How do I get started?
We have streamlined the new client process specifically for the franchise industry program. The first step is to fill out a Contact PrimePay form so we can contact you. Or you can call us directly at (866) 754-9478 or send us an email... franchiseinfo@primepay.com... and we can answer any questions you may have. A PrimePay representative will call each franchise owner and schedule a time to review the set-up process. Our team will assist franchise owners from start to finish—with the start-up conclusion being a ‘perfect’ first payroll.
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› How long will it take to complete the enrollment process?
The time required for the enrollment process depends on the organization of your payroll information and access to the most recent set of year-to-date payroll reports. The enrollment process has been streamlined to minimize the time required of franchise owners and to simplify your set-up. A PrimePay representative will guide you from start to finish.
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› Once I submit my enrollment paperwork, how long will it take to set-up my account and run my first payroll?
We have prepared a timeline to guide you through the set-up process. Once you establish a ‘first check date’, you will be able to use the guide to determine dates and deadlines on paperwork submission. As a general rule we request five (5) business days to handle the set-up process and ensure 100% accuracy with your first payroll.
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› Can PrimePay help me get the most up-to-date information from my current payroll provider to assist in the enrollment process?
All payroll companies have very strict policies when it comes to security and confidentiality. The only people that have access to your payroll data are those you have specifically listed on your account. You are encouraged to contact your current provider as soon as possible and request the latest year-to-date reports that includes payroll information up to your very last payroll.
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› What enrollment paperwork requires signatures?
To enable PrimePay to effectively process your payroll and legally remit and file your payroll taxes, we require that you complete and sign/initial our PrimePay Client Services Agreement. Your local PrimePay office will provide you with this agreement. This will give PrimePay the proper authority to process your complete payroll, remit payroll taxes and file returns on your behalf.
Payroll Process
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› Who will I work with at PrimePay?
We have created a PrimePay team comprised of our top payroll specialists to work with franchise owners. Each franchise owner will have a dedicated payroll specialist assigned to their account. Our team will get to know you and the payroll related details of your business. Your lead payroll specialist will become an extension of your staff and is available to assist you with any payroll questions you may have.
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› How does the payroll process work?
Our typical payroll process for small businesses is fairly simple:
Payroll Specialist Method
- Step 1. Client prepares current payroll information
- Step 2. Client submits payroll information to assigned payroll specialist
- Step 3. Payroll specialist validates payroll information and executes processing
- Step 4. Complete payroll is processed; payroll checks and reports are produced and packaged
- Step 5. Payroll package is sent to Client ready for management and distribution
Web Service Method
- Step 1. Client prepares current payroll information
- Step 2. Client enters payroll information into payroll system accessed via the web*
- Step 3. Client validates payroll information and executes processing via the web*
- Step 4. Complete payroll is processed; payroll checks and reports are produced and packaged
- Step 5. Payroll package is sent to Client ready for management and distribution
* Assistance is always available by calling your local PrimePay office.
If the Web Service Method is selected for payroll entry, an assigned payroll specialist will work directly with a franchise owner for the first three (3) payrolls via the phone. This is a proven start-up method that enables 100% accuracy of all payrolls from the start—a Best Practice. It also enables the most effective education on how to use our web services platform.
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› What options do I have to submit my payroll information?
We offer a variety of payroll entry options to enable franchise owners to choose the best method for their needs. As part of the program, we offer phone, fax or web-based payroll entry. Regardless of how you submit your payroll information, your payroll specialist will help to ensure that any questions you have are answered before your payroll is submitted and processed.
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› How can I be sure all of the information I submit is properly entered into the payroll system?
The PrimePay process incorporates an extensive set of checks and balances to ensure all payroll data is correct to enable a 100% accurate payroll. The first payroll we run together is the most critical. We will spend extra time on your first payroll to ensure we have everything exactly correct in our system. We ask that you carefully review your first payroll to validate accuracy. We pride ourselves on prompt response if any adjustments are necessary.
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› What if there is a mistake in my payroll?
If for any reason there is an error in your payroll, you would immediately contact your payroll specialist. Our client support model enables immediate personalized service. Our payroll specialists are knowledgeable and ready to resolve any errors in your payroll as quickly as possible. In most cases, a simple phone call to your specialist is all that is necessary.
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› How do you handle my payroll tax payments and filing requirements?
Each time a payroll is run for your franchise, a ‘payroll journal’ is created. The last page of the payroll journal provides complete detail of the amount of all applicable tax liabilities. Through PrimeTax, our payroll tax department, we will electronically debit your account for the necessary tax funds on your payroll check date. These funds are held in a trust account and disbursed by PrimeTax on your behalf to the appropriate taxing authorities on or before their due date. In addition to making tax deposits, PrimeTax also prepares and files all quarterly and annual payroll tax returns on your behalf for which funds have been drafted. Copies of such payroll tax returns are furnished to clients during the month following the end of the quarter.
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› What if I have employees to add or remove from my payroll?
Your payroll specialist will guide you through the process to add a new employee or remove an existing employee from your payroll. We will need the following information to add an employee; W-4 information (name, address, social security number, marital status, number of exemptions), date of birth, gender, department number, rate of pay and any special deductions or taxes that apply. We will also assist in the new hire reporting process by providing a New Hire Report with any payroll that includes a new employee. This report will be included with the payroll package so a payroll contact can validate the information, sign the report, and fax it to the appropriate State Department of Labor. There is no charge for a New Hire Report.
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› How does direct deposit work?
Direct deposit is a secure, reliable and convenient way to pay your employees. Funds are automatically deposited into your employee's bank account on pay day. With each payroll, your employees will receive a complete record of their pay and individual deductions on their earnings statements. No longer will your employees have to wait in line at the bank or worry about picking up their check when they are away from the store or on vacation. Direct deposit can save your company time and money and increase employee productivity and satisfaction.
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› What is your billing process?
We will bill you for services on a monthly basis. Invoices are included with the last payroll you run each month. We have incorporated an Automatic (ACH) Debit payment method into the National Payroll Program to simplify the billing and payment process. The amount of your monthly invoice will automatically be deducted from your checking account on the 10th of each month or the first business day thereafter.
