Ancillary Fees

Purpose: This help guide will give you more information regarding each of the ancillary fees associated with TRAXPayroll.

Click here to see a list of the pricing details for each ancillary fee.

Ancillary Fee
Description
1099 Company Base Fee
The annual cost includes the creation and processing of 1099s at the end of the year. A digital PDF copy of each 1099 will be available in the Quarterly & Year-End Reports in TRAXPayroll.
1099 Employee Creation & Mailing
At an additional cost, TRAXPayroll can print and mail the 1099s internally. For further details, please contact our TRAXPayroll Customer Support team ahead of tax season.
1099 Outside of Payroll
If you pay a contractor outside of TRAXPayroll, we can process the 1099 at the end of the year at an additional cost. Please note that a TRAXPayroll profile must exist to create and file the 1099.
Accounts in 'Applied For' Status Over 60 Days
You must enter the Tax ID as soon as it is received. Late fees apply if you do not enter it within 60 days. You will continue to incur late fees every 60 days until you enter the Tax ID.
Additional Bank
If you have multiple pay schedules in BambooHR, you can request a separate company bank account for each pay schedule. Our TRAXPayroll support team will partner with you to assign the correct company bank account to each pay schedule.
Additional W-2 (address change)
If an employee’s address is incorrect on the W-2, you can request that TRAXPayroll produce another W-2 with the new address. Please note that this is optional. The IRS does not require a W-2 correction as filed for an incorrect address.
Additional W-2 (correction)
After creating and submitting the W-2, you can request any corrections using this Tax Admin Request Form. Please note that pricing may vary with multiple correction requests.
Additional W-2 (re-print)
The per-employee cost applies if TRAXPayroll approves to re-print and mail the W-2s on your behalf.
Additional YTD Entry 

This fee is charged to you if TRAXPayroll has to enter missing or additional YTD data manually.


Amended Quarterly Reports or Replacement Reports
Handle any corrections after the quarter ends with the payroll specialist assigned to your state. They will partner with you on the total cost of the corrections.
Bank Correction Fee
This fee is charged to you if TRAXPayroll receives a bank correction notice from the employee’s bank. Our TRAXPayroll support team will email the primary TRAXPayroll contact with the recommended changes.
Bank Deposit Trace
If you would like to request TRAXPayroll to provide the trace number for a single deposit.
Bank Stop Check Payment
If you request TRAXPayroll to attempt to stop a payment from being deposited into an employee’s bank account, please note the stop payment is only available for a limited time and is not guaranteed. Please reach out to our TRAXPayroll support team for the next steps and timeline details.
Collections Return Item
This fee is charged to you if TRAXPayroll receives a notice from the employee’s bank of an unsuccessful stop payment or reversal attempt.
Correct Payroll Administrator Error
If you would like TRAXPayroll to correct YTD data throughout the quarter.
Custom Reports/Custom File Feed
  1. Custom GL Report: After you have completed one payroll run with TRAXPayroll, our specialist will use the journal entry data you provide to create a custom report in the file type you need. With each completed payroll run, you can generate this report and upload it into your accounting software. Our specialist will partner with you to discuss the timeline and pricing.  It is a one-time creation fee of $200 per hour and can take around two to six hours to create. Please complete this form by clicking here: GL/401k/WC Request Form to have a custom report created.

  


  1. Custom File FeedOur reports specialist will partner with you or the vendor to create the custom report and build out the electronic file feed. Once created, the file automatically sends to the vendor after each completed payroll run. Please keep in mind that you may need to ask your vendor if they will accept an electronic file feed from BambooHR/TRAXPayroll. It is a one-time cost of $200 per hour to create and usually takes around two to six hours to build out. This does not include remitting the funds to your vendor. 



Note: Your request is important to us, and we will get started on it soon as possible! The custom reports are created in the order they are received, and the turnaround time depends on the complexity of each request (generally, it takes three weeks after the submission of the request).
Custom Reports/File Feed Changes
A change to the custom report includes any changes to its mapping, coding, or formatting. If the change takes less than 10 minutes, then this may result in no additional charges. If the change takes 10 minutes or more, then the rate is billed to the nearest 15 minutes. The hourly rate is $200 per hour, prorated to the nearest 15 minutes. For example, if your requested change takes 15 minutes to complete, you will be billed $50.
Direct Deposit Item Deletion
If you request TRAXPayroll to attempt to reverse a payment from an employee’s bank account. Please note the stop payment is only available for a limited time and is not guaranteed. Please reach out to our TRAXPayroll support team for the next steps and timeline details.
Direct Deposit Return (Failure)
This fee is charged to you if TRAXPayroll receives a return notice from your employee’s bank. Our TRAXPayroll support team will email the primary TRAXPayroll contact with the return details.
Enrollment Additional Per State Fee

The one-time processing fee applies if you add an additional state within TRAXPayroll. You are responsible for registering and providing the applicable state and local Tax IDs and rates. If you are waiting on the Tax ID, selecting “Applying For Status” will allow you to process and pay the new employee in TRAXPayroll until you obtain the Tax ID.


The 
Finding Company Tax Information guide helps you find your federal and state tax information so that you can enter it into TRAXPayroll. Keep in mind that each tax has an associated tax ID, deposit schedule, and tax rate.


Extended Access
With the assistance of our TRAXPayroll support team, terminated TRAXPayroll customers can pay for 30 days of extended access to their historical data.
Filing Fee for Reports after Termination
At an extra cost, you have arranged for TRAXPayroll to file reports after the termination of services.
Garnishment collection and remittance
For an extra charge, TRAXPayroll can file and remit garnishment payments on your behalf.
Missed Payroll Processing Deadline
If you miss the deadline to process payroll (scheduled due date 12:00 PM PT), there is an additional charge to keep your original pay date and extend the payroll processing deadline to 2:00 PM PT.
Payroll Processing Exception Fee
If you miss both the original 12:00 PM PT deadline and the missed payroll processing deadline of 2:00 PM PT, you can contact TRAXPayroll to obtain a special processing exception code. This code will allow you to keep your original pay date and extends the payroll processing deadline to 3:30 PM PT.  Please keep in mind there are no additional deadline exceptions, and this is the final option for retaining your original pay date.
Payroll Recalled Item
Fees apply per failed attempt if your company has insufficient funds to cover payroll (NSF) and TRAXPayroll has to attempt to recall the direct deposits from your employees.
Research/Problem Solving 
Depending on the circumstances, TRAXPayroll offers additional training for utilizing the TRAXPayroll system in your organization.
Returned Item
This fee is charged to your account if your company had insufficient funds to cover payroll (NSF).
Reverse wire
A reverse wire is initiated by the recipient of the funds (BambooHR/TRAXPayroll) rather than the sender (customer). A processing fee is charged to fund your payroll via a reverse wire.
Special Bank ACH Transfer
With approval from our TRAXPayroll treasury team, we can sweep the company bank account at an additional cost and attempt to deposit the funds into an employee’s bank account.
Third-Party Sick Pay Fee
If you provide TRAXPayroll with a statement from your insurance provider, TRAXPayroll can handle the Third-Party Sick Pay (TPS) at an additional cost (per employee per request).
Void employee Payroll
This fee is charged if you request TRAXPayroll to void the reporting of an employee’s paycheck. Please note that this process does not reverse funds from an employee’s bank account.
W-2 Company Base Fee
This charge only applies to customers using TRAXPayroll services before the 2018 acquisition by BambooHR (TRAXPayroll account number between 0-1800).
W-2 Employee Creation
This charge only applies to customers using TRAXPayroll services before the 2018 acquisition by BambooHR (TRAXPayroll account number between 0-1800).
W-2 Employee Mailing
 The per-employee cost applies if you would like TRAXPayroll to print and mail the W-2s on your behalf.
Wire Fee
This fee is charged if you fund the payroll via a wire transfer.
Wire Received after Deadline
This fee is charged if you approved payroll but failed to wire the funds to TRAXPayroll by the 2 PM PT deadline on the payroll due date. Additional fees apply for TRAXPayroll to continue to process via a next-day wire.
Zero Payroll Reports
At an additional cost, TRAXPayroll can file a zero-dollar return on your behalf.