Frequently Asked Questions
Payroll Submission & Funding
▶ Q: How many days before the check date should I submit payroll?
A: Payroll should be submitted at least 2 business days before the check date. The latest cutoff is 1 business day before the check date by 2:00 PM.
▶ Q: When do I need to have funds in my account?
A: Funds must be available by the draft day, which is 1 business day before the check date.
▶ Q: Can I change the payroll date after submission?
A: Possibly. Contact Support immediately to determine whether changes can still be made.
▶ Q: Can I fund a specific payroll from a different bank account?
A: Yes. However, changes must be pre-approved by our Risk Team and may delay payroll processing.
▶ Q: Can we set up a separate account just for payroll funding?
A: Yes—and we recommend it. A dedicated payroll account helps reduce fraud risk and makes it easier to isolate funding issues.
▶ Q: Where can I find confirmation that payroll was submitted?
A: You will receive an email confirmation after payroll is submitted. You can also view the submission status in your Brands portal.
Direct Deposit
▶ Q: Do you offer Direct Deposit services?
A: Yes. Brands offers Direct Deposit services, allowing employees to receive their wages electronically on payday.
▶ Q: How does Direct Deposit work?
A: Once payroll is submitted and funded, employee wages are electronically deposited into their bank accounts on the scheduled payday.
▶ Q: What are the payroll submission deadlines for Direct Deposit?
A: Payroll should generally be submitted at least 2 business days before the check date. The latest cutoff is 1 business day before the check date, subject to processing deadlines.
▶ Q: Is Direct Deposit approval required for new clients?
A: Yes. Direct Deposit approval is part of our standard banking and funding review process. The review helps ensure payroll is set up correctly, funds can be processed securely, and employees are paid accurately and on time.
▶ Q: What factors are considered during the approval process?
A: Factors may include identity verification, bank verification, payroll amount, funding history, and other information required to establish the appropriate funding setup.
▶ Q: What is my funding limit? Can it be increased?
A: Funding limits are established during the underwriting process. If your business needs change, we can review your account and determine whether an increase is appropriate.
▶ Q: What happens if I am not approved for standard Direct Deposit funded through ACH draft?
A: You can still process payroll using alternative funding methods, such as wire funding, while a positive funding history is established. Once approval requirements have been met, you may become eligible for standard ACH and Direct Deposit processing.
▶ Q: When must wires be sent?
A: Wires should be received by 2:00 PM on the business day before the payroll check date to ensure employees are paid on time.
▶ Q: Can my Direct Deposit approval change over time?
A: Yes. As a positive funding history is established, clients may become eligible for higher funding limits and standard Direct Deposit processing.
▶ Q: Can I offer Direct Deposit to some employees but not others?
A: Yes. Employees who choose not to participate in Direct Deposit may be paid by other approved payment methods.
▶ Q: What happens if an employee's Direct Deposit information is incorrect?
A: Contact Support immediately. If payroll has not yet been processed, changes may still be possible. Otherwise, our team will assist with the correction process.
▶ Q: What happens if an employee's Direct Deposit is rejected by the bank?
A: The funds are typically returned, and our team will work with you to determine the appropriate next steps to ensure the employee receives payment.
Tax Services
▶ Q: Are you paying our taxes and filing returns?
A: Yes. If you are enrolled in our Total Tax Filing (TTF) service, we handle both payroll tax payments and filings on your behalf.
▶ Q: How do I sign up for TTF?
A: Contact your Sales Representative or Onboarding Specialist. You will need to complete Form 8655 and be enrolled in our tax system.
▶ Q: Can you send me copies of filed returns?
A: Yes. Copies of payroll tax returns can be requested through your support contact or client portal.
▶ Q: When will W-2s be issued?
A: W-2s are generated and provided by January 31 for the prior calendar year, in accordance with IRS requirements.
Tax Notices
▶ Q: I received an IRS or state notice. What should I do?
A: Simply forward the notice to our Tax Team, and we’ll review it with you and explain the next steps.
▶ Q: Will I be charged for notice handling?
A: In many cases, no. Routine notices and issues related to services we manage are often handled as part of our ongoing support.
▶ Q: What if the notice was caused by an error on Brands’ side?
A: If the issue was caused by our team, we will take care of it at no additional cost.
▶ Q: When might a notice handling fee apply?
A: Fees may apply when the notice results from circumstances outside of our control, such as late payroll submissions, insufficient funding, missing information, or actions taken outside of Brands. If a fee applies, we’ll discuss it with you before proceeding.
NSF / Returned Payments
▶ Q: What happens if my payroll draft is returned?
A: Payroll processing will be paused, and our team will contact you to discuss next steps.
▶ Q: Can payroll still be processed if I send a wire?
A: Yes. Payroll can proceed once the wire has been received and verified.
▶ Q: Will this impact tax payments or filings?
A: Yes. Payroll tax payments and filings may also be delayed until the funding issue has been resolved.
▶ Q: What is the NSF fee?
A: The NSF fee covers bank return charges, administrative costs, and the additional risk associated with failed transactions.
▶ Q: Will employees still be paid if my account is NSF?
A: No. Payroll processing is paused until the funding issue has been resolved.
Refunds & Reconciliation
▶ Q: We are expecting a refund. When will we receive it?
A: Refunds are generally processed approximately one month after quarterly payments are completed.
Still have questions?
Contact your Brands representative or Support Team, and we will connect you with the appropriate department.