GJW Accounting & Tax Service, LLC s (GJWATS) Responsibility

Transcription

1 Dear: 402 Kames Cove Slinger, WI Phone: Fax: We appreciate the opportunity to offer s to. To ensure a clear understanding between us, this letter sets forth the terms of our engagement as well as the nature and limitations of our services to you. GJW Accounting & Tax Service, LLC s (GJWATS) Responsibility 1. Setup for payroll account with Client s employees and/or independent contractors name addresses, withholding exemptions and filing status, direct deposit information, online tax accounts, payroll schedules, payroll items, and historical payroll information, supply client with any applicable forms that Client s employees will need to fill out before the first payroll. 2. Enable Client to access the online payroll system with Client s own user ID and password. 3. Train Client on how to enter new employees, change employee information, such as addresses, pay rate, filing status. 4. Oversee Client s first payroll run which will include entering hours, printing checks and paystubs, and sending direct deposit payment, if applicable. 5. Oversee Client s first tax payments and form filings for all Federal, State, and Local withholdings, which include showing Client how to review the tax forms, review the filing frequency, and submit Federal, State, and Local payroll tax liability form, if applicable, using GJWATS s payroll system and how to remit payroll tax liabilities for Client. Client s Responsibility: After initial setup, Client will be responsible for inputting payroll information on a timely and periodic basis, including pay rates, employee status, and benefits information. Client will also be responsible for making payroll tax liability payments and tax form filings on the schedule government entities require you to use. GJWATS will furnish a schedule of all due dates and payment schedules to Client for payroll tax liabilities. There is a Client Payroll Service Agreement in the online payroll system which describes Client s responsibilities in more detail. Page 1 of 8 GJWATS s online payroll system offers Client an option for electronic payments and filings of payroll tax liabilities. Anyone with access to Client s online payroll account will be able to make payroll, contractor and payroll tax liability payments and payroll tax liability forms and Client will be bound by them as though Client authorized them. Client is aware of the importance of selecting a strong password and protecting Client s user ID and password carefully.

2 Client must follow any and all laws and regulations, relating to what constitute income, differentiating between employees and independent contractors, minimum wages, and any other laws or regulations regarding compensation to employees. Client expressly states that they are not only liable and responsible for correctly reporting all income and compensation for Client s employees, vendors, and independent contractors, but that Client acknowledges and agrees that GJWATS, is not and will not be held liable or responsible for any information the Client enters or does not enter in Client s payroll service file. Client must maintain sufficient funds in Client s bank account to fund all payroll disbursements, related tax liabilities that are authorized, and the monthly or yearly fee for the payroll service file. Client will be charged an exceptions fee if direct deposit payments or payroll tax liabilities are returned as unpaid for any reason, as described in detail in the Direct Deposit or Tax Payment Exceptions Fee levied by Intuit and Returned Payments to GJWATS for payroll service fees clauses below. If Client does not choose the electronic services option within the payroll file, the payroll file will help the Client print payroll liability tax filings and payment vouchers. Services not provided GJWATS will not audit or verify the information that Client provides them. If an amount appears unusual and is noticed, GJWATS will notify Client. However, GJWATS is not responsible for the detection of errors, irregularities, theft, fraud or illegal acts. GJWATS does not provide legal services. Additional Available Services GJWATS has customized options that can be put into place for Client s needs. GJWATS can find a solution for Client; just inform GJWATS what the requirements are! 1. Several options for time tracking both online and offline. 2. Setup integration with accounting software. 3. Customized reporting, if Client needs a report that is not offered by GJWATS s payroll service file, GJWATS can give Client the means to produce the report with a few clicks of the mouse in most cases. 4. Advanced job costing options suited to Client s needs. Page 2 of 8

3 GJWATS Monthly Fees GJWATS s fee for providing for employees and/or independent contractors is per month. GJWATS will deduct fees from Client s bank account or credit card on the 25 rd of each month, or the next business day if the 25 rd happens to fall on a weekend or holiday. Client will receive an invoice electronically at least five (5) business days before payment is due. The monthly fee for the payroll services offered by GJWATS can change from time to time. Client understands that Client will receive a minimum of 60 days notice to any price increase of the payroll services; this does not include price increases due to the addition of employees that would place Client s account into the next rate structure. Client acknowledges that Client received and understood the billing method for payroll services provided by GJWATS. The billing period is defined as the first day of the month through the last day of the month and the billing period is stated on the invoice. There are no prorated refunds for employee terminations, if an employee is on the active roster for any part of the billable month, that employee is deemed to be active for the complete billable period. GJWATS will verify Client s maximum number of employees active during the current month and accrue additional charges if necessary on the next monthly invoice. Example: If Client was originally invoiced for employees in the February billing period but 21 employees were on the active roster at any time during the February billing period, the invoice for March s billing period will reflect the payroll price for employees for March s billing period, as well as the difference in charges between the monthly fee for employees and the monthly fee for February s billing period. If the change was temporary and the maximum number of active employees was 20 in March s billing period, an adjustment would be made for April s billing period. See Addendum A for complete payroll pricing at the time of this agreement. Please see for current pricing. Termination: Page 3 of 8 A Termination notice is to be made either by mailing the notice to GJW Accounting & Tax Service, LLC 402 Kames Cove Slinger, WI 53086, or ing the notice to [email protected]. GJWATS must receive the notice to terminate at least five (5) business days before the start of the next billing period, or the next billing period will be invoiced and due in full on the due date. Termination is defined as the last day of the month stated on the last invoiced billing period. Upon termination of payroll services provided by GJWATS, Client will be able to logon to Client s payroll service file for access to payroll

4 reports and payroll history for a period of 6 months. This access does not include processing of future tax or employee forms and/or payments. Client must pay all tax liability payments and file all payroll related tax forms on or before the last day of the month, or Client loses ability to do so from Client s payroll service file. If, at year end, or at any other time Client wishes or needs to file any governmental forms, or pay the associated payroll tax liability electronically through Client s payroll service file Client must purchase an additional month of payroll services. In lieu of purchasing an extra month of payroll services, Client may also, for a fee, hire GJWATS to compile and produce the form(s) and payment voucher(s). Client acknowledges that Client is responsible upon termination of this agreement to save, print, or otherwise record and make copies of any and all payroll transactions for Client s files, accounting needs, or government record keeping requirements before the access to the payroll service file terminates. Example: If Client terminates payroll services on September 24th, Client must arrange to have my 3 rd quarter 941 form filed and payment scheduled on or before September 30 th, even though the IRS due date is on October 15 th. If the form is not filed by 11:59:59 PM September 30 th, Client must either: file the form with Client s new payroll service provider, pay for another month of payroll service from GJWATS, hire GJWATS to prepare the form, or some other method of Client s choosing. GJWATS does not do this to be vindictive or to profit, GJWATS pays a fee for access to the payroll service network and must recoup its costs, GJWATS cannot purchase prorated months from its servicer, it much purchase the whole month. Returned Payments to GJWATS for payroll service fees: Page 4 of 8 Client initials Any EFT debit payments returned as unpaid will be charged a service charge of $35 and Client s access to Client s payroll services file will be suspended until all monthly fees and service charges are paid in full. As a courtesy, GJWATS will not try to collect any unpaid balance by EFT debit for a period of three (3) business days after the first EFT debit attempt is returned unpaid without written authorization by the account holder listed below. If, after three (3) business days have passed since the unpaid EFT debit occurred, GJWATS reserves the right to attempt collection of the monthly payroll fees and any unpaid service charges imposed at any time until the balance owed to GJWATS is paid in full. Any corresponding EFT debit payment returned as unpaid will incur an additional $35 service charge. If, any amounts owed, are not paid within 30 days of the

5 invoice date, a finance charge of 1.5% or $2.00 per month, whichever is more, will be accrued monthly starting the 31st day after the invoice date. If, within a 12 month period, more than three (3) EFT debit attempts for the monthly payroll service fees by GJWATS are returned by Client s bank as unpaid, GJWATS will require a secondary EFT authorization form as protection to its interests. An addendum must also be drafted and agreed to as to how GJWATS will attempt to collect the monthly payroll service fees in the future. Any and all fees up to and including any allowed by law for the collection of outstanding balances owed to GJWATS will be assumed by Client. Client understands and agrees that GJWATS assumes no responsibility and is not liable in any way for fines, fees, payroll tax liabilities, penalties, or interest charges levied by Governmental Agencies due to any required forms or payments that were not paid or filed due to account suspension levied by GJWATS. Direct Deposit or Tax Payment Exception Fees levied by Intuit : If, within a 12 month period, more than (2) direct deposit EFT attempts are returned as unpaid to Intuit, the ability to pay employees by direct deposit and payroll tax liabilities electronically will be suspended. Employee payments via direct deposit in Client s payroll service file will be transferred out of Client s one (1) business day before the payroll date listed on the payment voucher. Tax liability payments will be transferred from Client s account on the date entered into the Client s payroll service file. For each occurrence of an EFT being returned by Client s bank unpaid, a service fee of $50 will be imposed by Intuit, the returned EFT plus service fee will be attempted to be withdrawn from Client s account the next business day by Intuit, and for each additional time the attempted EFT Is returned by Client s bank an additional $50 service fee will be imposed by Intuit. Client s access to the payroll services will also be suspended by Intuit until the amount of the original EFT and any associated additional service charges have been paid in full to Intuit. Payment may be required by Intuit in the form of a credit/debit card or by immediate wiring of funds. Client agrees that GJWATS does not assume any responsibility or liability and has no control over fees or account suspensions levied by Intuit upon Client. Page 5 of 8

6 Approvals: GJW Accounting & Tax Service, LLC is extremely pleased to have you,, as a payroll client and hope that this will begin a long and pleasant association. Please date and sign a copy of this letter and return it to GJWATS acknowledging agreement with all terms and conditions of this engagement along with the attached EFT Authorization form. Sincerely, Acceptance on: Name: Grant J. Wilson, Managing Member Title: Signature: Signature: Page 6 of 8

7 Electronic Funds Transfer (EFT) Authorization for Payment of Payroll Services from GJW Accounting & Tax Service, LLC. Business Name: Business Address: Business City: State: Zip Code: Business Phone: Business Payment Information Checking/Savings Accounts Preferred Method to make sure GJW Accounting & Tax Service can offer the lowest price possible. Account Holder s Name: Financial Institution: Routing Number: Account Number: Account Type (Select one.) Checking Savings Payment Information Credit/Debit Cards Name on Card: Billing Address Billing City: Billing State: Billing Zip Code: Account Number: Expiration Date: Security Code: Card Type (Select one.): MasterCard VISA Discover American Express Account Holder Authorization Page 7 of 8 As an authorized company representative, I authorize GJWATS to initiate preauthorized EFT s and debit the monthly invoice amount for payroll services provided by GJWATS from the designated checking, savings, or credit card account listed above. This authorization will remain in effect until I notify GJWATS to terminate this agreement as per the conditions listed above in Termination clause.

8 Note: If I submit a new EFT Authorization for Payment of Payroll Services form to replace or change my method of payment it may take up to five (5) business days to update GJWATS s records. Any existing authorization agreements will be in place until I receive confirmation from GJWATS that the new authorization agreement is in place. If I do not receive confirmation from GJWATS that the new authorization agreement is in place at least five (5) business days before a new billing period begins, GJWATS will continue to use the authorization agreement on file, and GJWATS will not be liable for any bank service charge(s) or fee(s) I incur.. Date: Acceptance: Name: Title: Grant J. Wilson, Managing Member Signature: Signature: Page 8 of 8