Company Questions
Q: What should I do if I missed a payroll approval deadline?
A: If you have missed your payroll deadline, it is important to notify Monograph Payroll Support immediately. We will let you know your options to approve the payroll for the correct pay date.
Q: When will I be able to access my annual tax documents?
A: Your annual returns are posted within the first two weeks after the close of the year.
Q: When will I be able to access my quarterly tax documents?
A: Similar to the above, all quarterly returns are posted within the first two weeks after the close of the previous quarter.
Q: I overpaid an employee. Can I reverse the payment?
A: Contact Monograph Payroll Support and we will review what action can be taken.
Q: I underpaid an employee. How can I correct this?
A: You will always have the ability to cut a separate check on an off-cycle payroll run for the difference. For anything more complex, please contact Monograph Payroll Support.
Q: What if I hire an employee in a new state?
A: You will want to contact Monograph Payroll Support to make us aware of the change to your account so we can ensure proper setup. But you will also need to register for applicable employment taxes within the new state.
Q: What if I am terminating an employee or an employee resigns?
A: If you need to remove an employee from Payroll, you will want to contact Monograph Payroll Support to make us aware so that we can make the change on your behalf.
Laws will vary based on whether an employee was terminated, or if they quit. Each state is different in regard to how quickly they require final payments to employees. You can review your state's Department of Labor to confirm any updates to final paycheck laws.
Additionally, you can click on the file located at the bottom of this page to download a list of payroll guidelines specific to each state. This outlines procedures to follow for an employee resigning versus an employee being terminated.
If you are in a state that allows for the final check to be paid on the standard payroll schedule, then you can pay the employee on your next scheduled pay run. However, if your state requires a faster turnaround time, you can create an off-cycle payroll to facilitate the payment faster. In the event you need to pay someone immediately and you have the ability to write an in-house check, you can use the payroll software to log a manual paycheck to ensure the taxes will be paid and to calculate the net pay.
Q: What if I want to run a paycheck early?
A: In most instances, it is best to retain your regular and recurring pay date. However, if there is a one-off request, or reason for paying an individual pay period earlier than usual, that can be accomplished. Best practice is to create an off-cycle payroll and keep the standard pay period for the single employee affected, but change the pay date to facilitate the request. Note that this process can be difficult for hourly employees since their hours may change before the end of the pay period.
Example: If the pay period should be the 15th of the month for a semi-weekly schedule (1/01 - 1/15) but the pay date needs to be pushed up to the 10th of the month. The pay period should remain (1/01 - 1/15) and only change the check date to the 10th.
Set the period dates as expected. Set the approval and pay date with the new timeframe in mind. Pay the employees the full expected payment for the period.
Q: Why do I have to remit my New York Disability and Family Leave Insurance amounts?
A: While payroll supports withholding for NY State Disability Insurance (SDI) and the Family Leave Insurance (FLI) Tax. These amounts are calculated using the standard NY rates. The amounts that are withheld will not leave your bank account. The reason those cannot be remitted on your behalf is that New York requires all Employers (with employees) to obtain SDI through a private insurance provider.
Q: What do I do if I receive a tax notice?
A: If you receive a tax notice, you can send it directly to Monograph Payroll Support to research. Monograph and our payroll provider will work with the tax agency to assess the discrepancy and determine if the liability is accurate. Communications with Tax agencies can take a significant amount of time to complete, which is why it is important to send notices through immediately.
Q: How do I change my State Unemployment Rate (SUI)?
A: Unemployment rates are subject to change annually. Each state will notify the Employer directly when this occurs. You will want to ensure you are using your most up-to-date rate to avoid under or over-paying taxes during the quarter.
Q: Can I use multiple bank accounts to fund payroll?
A: Currently, this feature is not supported. One bank account must be on file for the company, we cannot currently pull funds for payroll from multiple accounts.
Q: How do I set up a garnishment?
A: If you receive a garnishment notice for an employee, you will need to add the deduction to their employee profile. The notice will let you know the amount to withhold either as a flat dollar amount or as a percentage of earnings. Add all relevant information about the agency while setting up the deduction.
Q: How are bonuses and commissions taxed for California State Tax in regular and off-cycle payrolls with supplemental off-cycle withholding rate?
A: California State Tax taxes bonuses and commissions at two different flat rates, 10.23% and 6.6% respectively. If an employee’s payroll item in a single payroll includes just bonuses or just commissions, we are able to calculate those earnings at the appropriate rate. However, if an employee’s payroll items on a single payroll include both bonuses and commissions, we will tax the entire amount of bonuses and commissions at the bonus rate.
For off-cycle payrolls, if the off-cycle withholding rate is supplemental, we will tax all earnings, regardless of the earning type, at the bonus rate for California State Tax.
Q: Does Monograph Payroll offer Benefits?
A: For more information on benefits offered through Monograph Payroll, please reach out to our Payroll Support team.
Q: How much does it cost to run an off-cycle payroll run?
A: With Monograph Payroll, you can run as many off-cycle payrolls at no additional cost.
Q: Can I set Prevailing Wage Rates?
A: At this time, Prevailing Wage Rates are not supported.
Q: Will I be the only one with access to payroll, or will others be able to see the system/interface?
A: Admin permissions grant visibility into the payroll interface. However, the permission "Manage Compensation" can be enabled to allow access to the entire team's payroll information. Employees and Contractors added to payroll will have access to their own payroll information page.
Q: Can I add benefit deductions to payroll for benefits we are managing outside of Monograph Payroll?
A: Yes, during onboarding, the Implementation Team will assist in migrating your benefit deductions to Monograph Payroll.
Note that while these deductions will be visible for reporting, Monograph Payroll does not handle direct payments to benefits providers. You'll continue remitting those payments separately.
Q: Is there a way to skip payroll for certain employees?
A: Yes, you can manually set the number of 'Regular Hours' worked for an employee to 0 when you do not plan on paying them in a specific payroll run.
Q: How does Monograph Payroll handle 2% or greater shareholder benefits?
A: Members of S-Corporations categorized as '2% shareholders' have specific fringe benefits (Medical, HSA, and GTL) handled differently. They are not eligible for 125 cafeteria benefit plans, and these fringe benefits cannot be deducted as pre-tax. Single-owner LLCs can also opt to be taxed as a 2% shareholder. Please communicate this information during your Implementation call to ensure accurate earning codes for payroll processing.
For S-corporations or LLCs, we surface company-defined attributes (CDAs) during company onboarding, allowing you to mark individuals as 2% shareholders.
Definitions:
2% Shareholder: Someone who owns more than 2% of the corporation's outstanding stock or stock possessing more than 2% of the total combined voting power of a corporation's stock. This includes spouses, children, and grandchildren of 2% shareholders.
S-Corporations: Closely held corporations that elect to pass corporate income, losses, deductions, and credits through to their shareholders for federal tax purposes. S-corporations are responsible for tax on certain built-in gains and passive income at the entity level.
Single Member LLC: A single member LLC S-corporation shareholder is the only owner of a limited liability company elected to be taxed as an S-corporation.
Q: Does Monograph store the I-9 Employment Eligibility Verification Form?
A: Monograph does not manage the completion & storing of I-9 forms. Employees must complete the I-9 form as part of the hiring process, and employers are responsible for ensuring this is done, which would be managed outside of Monograph.
You'll need to discuss this with your firm's HR admin.
References to Download