Yes, we provide a reconciling workbook every month for the payroll-related balance sheet accounts, such as FIT Payable, FICA Payable, etc. Note that we recommend journal entries, but we do not make them.

We sign a 12-month agreement that provides for a 30-day cancelation notice.

We use the 15th of the prior month to do an employee count for the next month’s billing.

We rely on you getting the time to us in some fashion, which usually relies on good internet service. On our end, we have several backups if the internet or power dies: o We have permanently remote employees on the payroll team that can run payroll from their home offices o We have a relationship with a local Employee Co-Working space that we occasionally use o We have home offices that are often used even for our office-based employees o We have backup internet in case of a local internet failure o We can also hotspot out cell phones to our laptops to run payrolls in a pinch Employee absences are planned for by having several backup technicians. The first line of defense is the backup technician dedicated to an account. After that is one of the two QC/QA people (the accountants) that are generally working on reconciliation and quarterlies. Next are the other departments’ technicians, all of which are cross trained in payroll.

That is not correct—there is a one time, fixed-price payroll process review fee. The payroll process review covers: o Payroll process review meetings o Verification to payroll agency information & government accounts o Verification to access is Vista o Upgraded payroll reports used by our staff (but owned by you) o Shadowing payroll processing o Transfer of existing documentation o Creation of company-specific documentation o Creation of payroll GL reconciliation workbook with the corporate controller The monthly fees start once payroll process review is complete. The monthly fees begin with the first payroll we are fully processing. Usually, payroll process review goes a bit beyond the first kickoff payroll for one reason or another.

We keep detailed payroll records (PDFs—the reports that Vista generates) and workbooks and copies of all filings with government entities. We also will keep your company's general information in a secure card in LastPass that we call "Important Information". This consists of the company's legal name, business address, phone number, FEIN, and any other state-specific ID numbers or tax account numbers for quick reference.

We provide a PDF copy in a SharePoint or Dropbox folder that is accessible by an administrative person on the customer side to be printed on check stock and signed. In rare cases we mail out checks from our office using a signature stamp that we keep secured, but we prefer not to do this. Every week where there is a check to be printed, we will communicate with our designated person over there when the PDF of the check(s) have been saved and are ready for printing.

We provide a range of other consulting services in addition to our payroll services—in fact, it was out of these services that our insourced payroll product grew. We prefer to create a fixed-price scope of work if possible, or a T&M estimate if not. ATS & Employee On-Boarding could be done in person or remotely.

We handle all online and paper-form-based payments as they relate to payroll. This includes things like 401(k) payments and state tax payments as well as EFTPS, and Child support. Any benefit related payments, not including 401k, HSA, or FSA, will be handled on the customer’s end. Also, any payments that Silvertrek isn't making for any payroll deductions or liabilities will not be reconciled by Silvertrek in the GL for those associated accounts. Silvertrek will not be making any payments for things like health insurance of any kind or any other benefits beyond 401(k), HSA, and FSA contributions.

Yes. This is standard especially for our union contractors. We ask they be kept to a minimum.

Our office hours are 6:30AM Pacific to 5PM Pacific. Email is always open for communicating to your contacts, but you may also call our office at (360) 667-3340, any time during our regular business hours. We prefer to set up instant messaging through Microsoft Teams for fluidity of short, concise notes, questions, or requests for a phone call.

Confirmed. Note that we do not communicate to your GCs or customers, but we do create the reports. We currently use LCP Tracker and can use eMars online filing, but it will require you to have active accounts with those companies. We will need those login credentials (if needed) shared with us in order to do the reporting through LCP Tracker and eMars. Or, if possible, another account needs created for us specifically with our own credentials.

Usually, we need access to: o Payroll forms & reports (read/write) o GL (read-only) Often, we help troubleshoot department setup issues in other modules, such as the JC Department, and would need access, as necessary. Payroll does not just mean "PR" in Vista, but also AP and JC (JC is a must if we are doing certified reporting). It is common that people forget that we also need AP for tax payment posting. Which means we need to be able to create AP batches, data access, and some reports there too. We will also need access to GL reports if we’ll be doing any payroll GL account reconciliations.

We will provide all the documentation that we create. You will also have access (and can keep a copy of) the standard documentation that we have already created. Although the payroll processes will remain largely the same, our documentation is designed to guide our technicians through the processing from an outside perspective to other existing documentation that you've created or to other locations on our end. For example, there will be common mentions of specific email addresses, names, or phone numbers referenced throughout should any issues arise.

We rely on you to tell us that timecards are accurate. Your confirmation that payroll is ready to process is a confirmation that the hours entered truly reflect the hours worked by each individual in the pay period. We rely on Vista defaults to determine what wage is used on each timecard line. If the line is private pay, we rely on PR Employees to contain the correct rate. If the time is certified work, we rely on the craft / class setup to be done correctly. Note: Both situations can be reviewed by Silvertrek per a payroll note should you wish for us to review them. This reliance on the defaults is crucial. Our Exceptions report uses the same Vista procedure that the timecards use to pull in the default rate on the timecard, and if this time doesn't match the default, an exception is thrown and payroll does not proceed until the exception is fully verified. For example, perhaps a rate override was purposely entered for some reason. We would get the exception, see the rate isn't set up in Vista anywhere, then reach out to our primary contact at your company with the issue. This process is what defines Silvertrek's C.U.D. payroll note process. We Confirm receipt of the payroll note or the flag of an exception; we Understand what it means or what we are instructed to do; we have Done the task or determined that the exception has been resolved or is invalid.