BAYVIEW PAYROLL SERVICES

Payroll Processing Guidelines

A clear guide to payroll deadlines, employee updates, funding requirements and processing procedures designed to help keep your payroll accurate and on time.

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Standard Payroll Deadline: 3:00 PM, Two Business Days Before Pay Date

Timely submission helps ensure sufficient time for ACH funding verification, direct deposit processing, tax scheduling and payroll review.

Core Payroll Services

Bayview Payroll provides the core payroll processing and tax administration services businesses need to manage payroll accurately and efficiently.

Federal, state and applicable local payroll tax filings and payments
Forms 941, 940 and applicable state payroll tax returns
Dedicated payroll support
Direct deposit processing
Standard payroll reports
Annual electronic W-2 and 1099 preparation
Employer payroll portal access
Employee self-service access
Payroll reminders
Ongoing training and support

Additional states, local tax filings, printed year-end forms, workforce management features and optional administrative services may be subject to additional fees.

Payroll Service Responsibilities

Payroll responsibilities may vary depending on how your Bayview account is configured and the services your business uses.

Employer-Managed Payroll

Designed for businesses that prefer to enter and manage their own payroll data while using Bayview's payroll technology, tax services and support.

Enter payroll hours and compensation
Submit payroll by the required deadline
Enter new hires and employee changes
Review payroll information before submission
Submit required documentation

Bayview-Managed Payroll

Designed for businesses that prefer Bayview to assist with payroll administration based on information and documentation supplied by the client.

Payroll data entry based on client submission
Employee pay changes based on submitted documentation
New-hire payroll setup based on completed documentation
Payroll processing and tax administration
Payroll support and guidance

Payroll Submission Policy

To ensure accurate and timely processing, payroll must be submitted no later than 3:00 PM, two business days prior to the pay date.

Friday Pay Date

Submit by Wednesday at 3:00 PM

Thursday Pay Date

Submit by Tuesday at 3:00 PM

Wednesday Pay Date

Submit by Monday at 3:00 PM

Business days exclude weekends and bank holidays. Payroll submitted after the deadline may delay funding, direct deposits and tax scheduling and may be subject to rush or expedited-processing fees.

Preferred Payroll Submission Methods

For accuracy, security and traceability, payroll information should be submitted using an approved Bayview method.

Bayview online payroll portal
Integrated timekeeping system
Secure payroll spreadsheet
Secure or encrypted email when appropriate

Phone or handwritten payroll submissions may require additional verification and may be subject to additional processing fees.

How to Submit Payroll Details

Review all payroll information carefully before submitting it to Bayview. Incomplete or incorrect information may delay processing or result in inaccurate payroll calculations.

Hourly Employees

Submit total hours worked for each employee, preferably in decimal format. For example, 36 hours and 45 minutes should be entered as 36.75 hours.

If an hourly employee should not receive pay for the payroll period, enter “0” or otherwise clearly indicate that no payment is due.

Salaried Employees

Clearly identify which salaried employees should be paid during each payroll cycle. If compensation changes, indicate whether the change is temporary or permanent.

If no payment is due, enter “0” or clearly indicate “No Pay.”

Additional Earnings

Clearly identify bonuses, commissions, holiday pay, vacation pay, sick pay or other additional earnings. Please indicate whether the amount should be included with the regular payroll or processed separately.

Timekeeping

Clients using an integrated timekeeping system are responsible for reviewing and approving employee timecards before the payroll submission deadline.

Unapproved or incomplete timecards may delay payroll processing or require manual adjustments.

New Hires

New-hire information and required documentation should be submitted before the payroll processing deadline to allow sufficient time for setup.

Employer-Managed Accounts

Employers who manage their own payroll entry should enter new employees through the payroll system and complete all required employee information before payroll is submitted.

Bayview-Managed Accounts

Submit completed employee documentation before the payroll submission deadline so Bayview has sufficient time to create the employee's payroll profile.

For larger groups of new hires, please send documentation as early as possible. Additional processing time may be required.

New-hire reporting requirements and deadlines vary by state. Required reporting is completed after the employee has been properly added to the payroll system. Applicable reporting fees may apply.

Employee Updates & Changes

Please notify Bayview promptly of employee changes that may affect payroll or tax reporting.

Name, address or Social Security number changes
Pay rate adjustments
Federal or state withholding changes
Insurance, retirement or other deduction changes
Garnishment or child support changes

Changes must be submitted before the payroll deadline to help ensure they are reflected in the current payroll.

Direct Deposit & Payroll Funding

Payrolls using direct deposit must meet the standard two-business-day submission requirement.

Emergency or expedited payroll requests are not guaranteed and are subject to funding verification, bank cutoff times and applicable rush fees.

Submission of payroll authorizes Bayview to initiate applicable ACH debits for payroll net pay, payroll tax liabilities and authorized service fees.

Returned payroll funding, ACH returns or repeated insufficient-funds activity may result in administrative charges, prefunding requirements, suspension of ACH privileges or other funding restrictions.

Late Payroll Submissions

Payroll received after the required processing deadline may affect the normal payroll schedule.

Direct deposits may be delayed
The payroll pay date may need to change
Written acknowledgment of delayed funding may be required
Rush processing fees may apply
Tax payment scheduling may also be delayed

Payroll submission timestamps may be retained for processing, compliance and audit purposes.

Billing & Funding

Payroll funding and applicable service charges must be available according to your account's established funding schedule.

Payroll invoices and funding requirements may include:

Net payroll
Direct deposit totals
Payroll tax liabilities
Agency or third-party payments
Payroll processing fees
Delivery or additional service charges

Clients are responsible for maintaining sufficient funds to cover all authorized payroll obligations.

Check-Based Payrolls

Payrolls involving printed checks are subject to the same standard two-business-day submission requirement.

Printed-check payrolls require physical production and therefore cannot be entirely paperless.

Delivery and courier timing depends on the payroll being submitted by the required deadline. If your normal payroll schedule needs to change, contact Bayview as early as possible.

Manual or Voided Checks

Notify Bayview promptly when issuing a manual payroll check or voiding a payroll payment.

Failure to report manual payments may result in incorrect payroll tax filings, employee wage records or tax liabilities.

Contact your payroll specialist before issuing an off-cycle payment whenever possible so the payment can be handled correctly for payroll and tax purposes.

Bank Holidays & Payroll Planning

Federal and bank holidays affect ACH and direct-deposit processing timelines.

Clients should review payroll calendars in advance and submit payroll early when a holiday falls near a scheduled pay date.

If you are unsure whether an upcoming holiday affects your payroll schedule, contact your Bayview payroll specialist.

Confidentiality & Authorized Contacts

Payroll information is confidential. For your protection, Bayview will only discuss payroll information with contacts authorized by your business.

We recommend maintaining at least two authorized payroll contacts whenever possible and notifying Bayview promptly when staffing or authorization changes occur.

Year-End Employee Verification

Before year-end forms are generated, Bayview may provide employee information for your review. Employers are responsible for confirming employee names, addresses, Social Security numbers and other payroll data for accuracy.

Promptly report any corrections before W-2 and 1099 processing deadlines.

Important Payroll Processing Notice

Meeting established payroll submission deadlines helps protect your business and gives Bayview sufficient time to process payroll, verify funding, schedule direct deposits and payroll taxes, and review payroll for accuracy. Late or incomplete submissions may affect normal payroll timing.