Patriot Payroll

Setting up Patriot Payroll is designed to be straightforward and user-friendly, thanks to their step-by-step Payroll Setup Wizard and support resources. Here's a breakdown of the typical implementation process and timeline:

Implementation Process

1. Create Your Patriot Account

   • Sign up for the payroll software and choose between Basic or Full Service Payroll.

2. Gather Required Information
   • Company details: address, EIN, state/local tax IDs.
   • Bank info: business account details and verification (especially for direct deposit).
   • Employee data: W-4 forms, pay rates, hire dates, SSNs, etc.

   • Prior payroll data: year-to-date payroll registers, tax filings, and deposit frequencies.

3. Use the Payroll Setup Wizard

   • Patriot guides you through entering all necessary data in a structured, step-by-step format.

4. Tax Authorization (Full Service Payroll only)

   • Sign federal Form 8655 digitally and provide any required state tax authorizations.

5. Run Your First Payroll

   • Once setup is complete, you can begin processing payroll and generating paychecks or direct deposits.

Typical Timeline

• Basic Setup: Can be completed in 1–2 hours if all information is readily available.

• Full Service Payroll: May take 1–3 business days, depending on how quickly identity and bank verification are completed and tax authorizations are processed

Patriot Payroll is built to serve small to midsize U.S.-based businesses and offers several flexible features to accommodate different operational needs:

• Multiple Pay Rates per Employee Assign different pay rates to the same employee for various roles or tasks.

• Unlimited Payroll Runs Run payroll as often as needed without incurring extra charges.

• Contractor Payments Easily pay 1099 contractors alongside W-2 employees.

• Employee & Contractor Portals Workers get access to their own portals for viewing pay stubs, tax forms, and updating personal info.

• Time & Attendance Add-On Track employee hours and integrate with payroll for an additional monthly fee.

• HR Software Add-On Manage employee records, documents, and compliance tasks with an optional HR module.

• 401(k) and Workers’ Comp Integration Free integrations available to streamline benefits and insurance management.

• Accounting Features If using Patriot’s accounting software, you can automate invoicing and set user-based permissions.

• Monthly Base Fee (Basic Payroll): $17/month

• Monthly Base Fee (Full Service Payroll): $37/month

• Per Employee Fee (Basic Payroll): $4/month

• Per Employee Fee (Full Service Payroll): $5/month

• Setup Fee: $0

• Maintenance Fee: $0

• Support Charges: $0 (includes free U.S.-based support)

• Time & Attendance Add-On: $6/month + $2 per employee

• HR Software Add-On: $6/month + $2 per employee

• Bookkeeping Service (optional): $100/month + onboarding fee

Patriot Payroll offers a robust suite of onboarding resources to help new users get started quickly and confidently:

• Payroll Setup Wizard: A guided, step-by-step tool to walk users through initial setup.

• Help Center: Extensive articles covering setup, payroll processing, tax filings, employee management, and troubleshooting.

• Payroll Training Center: Includes definitions of payroll terms, how-to guides, and current payroll news.

• Live Customer Support: Free U.S.-based support via phone, chat, or email.

• Video Tutorials: Visual walkthroughs for common tasks like running payroll, printing checks, and entering prior payroll data.

• No-cost Setup Assistance: Available for users who prefer hands-on help during onboarding.

Patriot Payroll takes data protection seriously and implements multiple layers of security:

• Data Encryption: All sensitive data is encrypted both in transit and at rest.

• Secure Login Protocols: Includes multi-factor authentication (MFA) and secure password requirements.

• Role-Based Access: Admins can control user permissions to limit access to sensitive information.

• Regular Security Audits: Systems are monitored and audited to ensure compliance with industry standards.

• Secure Hosting: Data is stored in secure, U.S.-based data centers with redundancy and disaster recovery protocols.

Patriot Payroll is cloud-based, which allows for seamless and frequent updates:

• Automatic Updates: Users always access the latest version without needing manual downloads or installations.

• Regular Feature Enhancements: Updates include new features, compliance changes, and usability improvements.

• Real-Time Tax Table Updates: Ensures payroll calculations remain accurate and compliant with federal, state, and local laws.

• User Notifications: Important changes or new features are communicated via dashboard alerts or email.

Patriot Payroll emphasizes user control and transparency when it comes to data:

• You Own Your Data: Businesses retain full ownership of their payroll and employee data. Patriot does not claim rights over your information.

• Data Portability: You can export payroll reports, employee records, and tax filings at any time. This is especially useful if switching providers or backing up records.

• Year-to-Date Imports: When onboarding, Patriot allows you to import prior payroll data to maintain continuity.

• Secure Access: You can download W-2s, 1099s, and other forms for employees and contractors, ensuring easy portability for tax and compliance purposes.

Patriot Payroll is designed to scale flexibly with your organization:

• Add or Remove Employees Anytime: You’re only billed per active employee per month, so costs adjust automatically.

• No Contracts or Long-Term Commitments: You can upgrade, downgrade, or cancel services without penalty.

• Modular Add-Ons: Add HR software, time tracking, or accounting features as needed—each priced separately.

• Switch Between Plans: Move from Basic to Full Service Payroll (or vice versa) depending on your tax filing needs.

• Support for Contractors: Easily toggle between W-2 and 1099 workers as your workforce changes.

Patriot Payroll uses a flexible, subscription-based model with no long-term contracts. Here are the key points:

• No Annual Commitments: You pay month-to-month and can cancel anytime without penalties.

• Cancellation Process: You can cancel directly from your account settings by selecting the product, providing a reason, and confirming. For Full Service Payroll, you’ll also choose an end date and review any remaining tax filing responsibilities.

• Final Billing: Since billing is done in arrears, you’ll receive a final invoice for any usage after cancellation.

• Post-Cancellation Access: You retain access to historical data but lose the ability to run new payrolls or make changes.

• No Setup or Termination Fees: Starting or ending your subscription doesn’t incur extra charges.

Patriot Payroll is built to meet key U.S. regulatory and industry standards:

• IRS Compliance: Full Service Payroll includes automatic filing of federal, state, and local payroll taxes, including forms like W-2, 1099, and 941.

• State & Local Tax Compliance: Supports filings across all 50 states and local jurisdictions, including unemployment insurance and municipal taxes.

• SOC 2 Type II Certification: Ensures strong controls over data security, availability, and confidentiality.

• Electronic Filing Standards: Meets IRS and SSA requirements for electronic submission of tax forms and wage reports.

• Data Protection Protocols: Includes encryption, secure hosting, and role-based access controls.

• ACA Support: Helps track employee hours and eligibility for health coverage, though it’s not a full ACA compliance platform.