Frequently Asked Questions

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Q:
Should I set-up my company as a sole proprietorship, partnership, C-Corp, S-Corp or an LLC?
A:
The short answer, most often times, is the LLC. However it is important to stress that this is not always the case and it is important to understand the various tax ramifications of your decision. The more complete answer is involved and often costly, as attorneys typically bill you for their time and the answer is not a short one. Access's account executives are trained and knowledgeable in this area. If you will simply allow us to meet with you in person, we will give all the details/answers that you need to this complex question at NO CHARGE. So why not contact us now to set-up an appointment?
Q:
If I switch to Access Payroll Services in the middle of the year, will I have to provide my employees with two W-2s at year-end?
A:
No you will not have to issue two W-2s. In fact you are required to only give them one for your given Federal Tax Identification Number. Therefore, we must do a conversion at the time that you switch over to our service. This conversion entails us gathering and then back loading year-to-date wages, taxes & deductions withheld from each employee, including any terminated employees. By doing so we are able to give you consolidated W-2s for each of your employees at year-end.
Q:
What should I do if I receive a payroll tax notice from either the IRS or a specific state agency?
A:
If the notice pertains to a matter that occurred since you have been on our service, forward the notice to Access Payroll Services and we will immediately look into it and get it resolved for you.
Q:
Where can I get the necessary forms to get new employees hired and into my employ?
A:
Right here on our website. Simply click on the Forms tab on the Navigation Bar and you can print off any forms that you need. The two most critical forms are the W-4 and the I-9. Be sure to read the directions carefully for each but especially the I-9 Form. Please be advised that should you ever be audited by the Department of Homeland Security and not have these forms on file for all employees the financial penalties can be substantial. Note: be sure to file your I-9s separately from the rest of each employee's pertinent personnel information, as the law requires that you do so. However they may be kept in one separate, aggregate folder/file.
Q:
Why should my employees consider utilizing direct deposit?
A:
Each payday, employees' net pays are accessible first thing in the morning via respective A.T.M. machines. This frees them up from having/wanting to run out to their bank on their lunch hour in order to get their pay deposited into their checking/savings accounts. Not only is this convenient for them, but the employer benefits by not having employees returning to work late due to standing in bank lines while waiting to cash their checks.
Q:
How quickly can my employees get set-up on direct deposit?
A:
Direct Deposits will be in employees' accounts two weeks after the 1st check date which follows us receiving the completed Access Payroll Services' direct deposit authorization form from the employee(s); please make sure each employee signs his/her form. Also, please be advised that each employee must attach a voided check and/or savings deposit stub from the accounts that they want their money deposited into.
Q:
Why don't direct deposit monies make it into employees' accounts immediately upon submission of the Access Payroll Services' direct deposit form?
A:
Access Payroll Services enters the data into our computer system and then proceeds to create a Pre-note. Pre-noting, in our industry, is essentially a trial run. That is we initially make a deposit of $0.00 into the appropriate employee(s)' accounts. This provides our federal banking system the opportunity to notify us of a possibly invalid account number. This process helps to ensure that employees' net pays will be deposited into their proper account(s).
Q:
If my company's payday falls on a bank holiday and my employees are set-up for direct deposit when will they have access to their monies?
A:
Federal law requires that all employees be paid on or before payday. Therefore our software is designed to automatically change your pay date, should it fall on a banking holiday, to the day before the holiday. Therefore as an example if Thursday is your pay date, then each year Thanksgiving week we will date your employees' checks/direct deposits for Wednesday of that week. It is important to stress that you must report your payroll to us two (2) business days prior to the actual pay date. Therefore on Thanksgiving this would mean you having to report payroll/hours to us on Monday even if your regular reporting date is Tuesday.
Q:
What is the Social Security Tax wage base this year?
A:
A complete listing of the Social Security Wage base by year can be found at: http://www.ssa.gov/OACT/COLA/cbb.html.
Q:
I have an employee who began working for me in the middle of the calendar year. He/she wants to know if there is a way for me to credit them as having already paid some of the required social security taxes through a previous employer. Can this be done?
A:
Unfortunately this cannot be done. Should the employee end up having paid more social security tax than is required by that year's social security wage base then they should report the overpayment on that tax year's Form 1040/Personal Income Tax Return. The end result will be a credit for the excess amount.
Q:
What is New Hire Reporting and why must my business comply?
A:
Federal law requires every employer to report each new hire and rehire to a designated state agency, and requires all states to conform to a set of minimum standards for the information that must be reported. Since we already maintain all the relevant employee data, we can automatically help you comply with New Hire Reporting requirements.
Q:
I fired an employee and need a check right away. What do I need to do?
A:
Contact Access Payroll Services as soon as you know that you are terminating someone. Some states require a terminated employee's wages to be paid at termination, others allow you to pay them on your next scheduled pay date, while others, like New Hampshire, require you pay the terminated employee within 72 hours of termination. There are a few options regarding how we can assist you with this transaction. We can calculate the check for you giving you the gross to net amount. You would then write a check in your office and we in turn would then post it in our system as a manual check. Or, we could process the check that day and make arrangements for a courier delivery.
Q:
How can I stay in compliance with New Hampshire labor laws?
A:
The New Hampshire Department of Labor provides a list of the Top 10 labor law violations.  Please review the list to ensure that you are in compliance.
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