Payroll - Instructions for Customers
There are two payroll options available: direct deposit of wages (EFT) or the traditional method of payment via paper checks.
Direct Deposit
Employee wages are automatically transferred from the Employer's bank account and deposited into the designated bank accounts of employees. The Employer will receive all pay stubs showing all deductions via email in PDF format. Setting up a new account takes approximately two weeks.
What do we need to start processing payments via Direct Deposit?
- A fully completed and signed NATPAY ACH Authorization Form (please ensure all pre-printed information remains unchanged and intact).
- A fully completed and signed NATPAY Bank Transfer Authorization Form.
- Form SS-4 or one of the following documents:
- IRS Letter 147C: It is available by calling 1-800-829-4933. The document is typically faxed within 1–2 business days.
- Please include the signed Form 941 or Form 940, ensuring both pages are attached.
- Please submit the signed Form 8655 or Form 1120S.
- If you are registered with EFTPS, please provide a screenshot that shows the legal company name and the full FEIN/TIN.
- IRS Form CP575.
- A voided check from the Employer's bank account.
For each Employee participating in the program, we require:
- A completed and signed Direct Deposit Authorization Form,
- A completed and signed W-4 Form,
- A voided check from the bank account designated for salary deposits,
- A completed and signed Ella Business Center Payment Authorization Form.
For processing tax payments (federal, state, and local), we require:
- EFTPS login, password, and PIN,
- NY/NYC login and password.
If you do not have this information, please contact us, and we will assist you in obtaining it.
After submitting the required documents and setting up the account:
Two small deposits, each worth a few cents, will be made into the Employer's bank account.
WE NEED THE EXACT AMOUNTS OF THESE DEPOSITS TO ACTIVATE THE ACCOUNT.
Please email the amounts to payroll@ellaholding.com.
Once NatPay verifies the deposits, your account will be activated and ready for the first direct deposit payroll cycle.
After the first payroll is processed, please send a screenshot confirming the withdrawal from your bank account to payroll@ellaholding.com. After these steps, this setup process will be completed, and payroll will be processed automatically.
How Do We Prepare Your Payroll?
Holidays, Saturdays, and Sundays are not considered business days; payrolls are not processed on these days. Each Friday, we will send an email requesting the hours worked by employees or the fixed salaries for the week that has ended. Please respond with the complete payroll information.
Important:
We cannot process the payroll for the current week if the work hours are submitted Monday through Friday — the payment will not be made in the same week.
The payroll week runs from Monday to Sunday (7 days), even if your company does not operate on weekends. (Some companies do have regular weekend work schedules.)
Deadlines for Submitting Work Hours for Payment the Following Friday:
Depending on when you submit the information, the applicable Rate will apply:
| Submission Deadline | Rate Type | Notes |
|---|---|---|
| By Monday 12:00 PM | Standard Rate | Employees will receive payment on Friday. |
| By Tuesday 10:00 AM | Elevated Rate | Employees will receive payment on Friday. |
| By Wednesday 10:00 AM | Premium Rate | Requires automatic approval by NatPay. Payment on Friday. |
| By Wednesday 4:00 PM | Express Rate | Requires automatic approval by NatPay. Payment on Friday. |
After Payroll Preparation:
- The total payroll amount will be withdrawn from your bank account on Tuesday.
- Employees' salaries will be deposited into their bank accounts on Friday.
- The service fee will be automatically deducted from your account.
- A paid invoice will be sent to you via email.
Note:
Please maintain a sufficient account balance.
If insufficient funds exist, payroll will be canceled, and additional charges will apply.
Tax Payments
Depending on your tax payment schedule, you will receive an email requesting confirmation of amounts and due dates for federal, state, and local taxes.
Email confirmation is necessary; without it, tax payments won't occur, and penalties and interest may apply. After confirmation, all taxes will be paid electronically, and payment confirmations will be sent to you.
Service Pricing:
| Rate Type | Base Fee | Additional Fee per Employee |
|---|---|---|
| Standard Rate | $23.00 | $3.00 |
| Elevated Rate | $24.00 | $4.00 |
| Premium Rate | $34.50 | $4.50 |
| Express Rate | $35.50 | $5.50 |
Traditional Payroll
Paper checks will be printed at our office and can be picked up at the front desk. Alternatively, PDF versions of the checks can be emailed for self-printing.
What do we need to start processing Traditional Payroll?
- Employer Identification Number (EIN),
- Signed W-4 Form for each Employee,
- Completed and signed the Ella Business Center Payment Authorization Form.
For processing tax payments:
- EFTPS login, password, and PIN,
- NY/NYC login and password.
If you do not have this information, please contact us, and we will help you obtain it.