Monthly Account Management Fee - Payroll

This fee only applies to customers who, after 30 days, fail to approve their regularly scheduled payroll which allows BambooHR to collect standard payroll fees as per the Payroll Services Agreement. If you run quarterly, twice a year, or yearly, please visit the section below. 

Why is my payroll in Maintenance Mode, and what is the Monthly Account Management Fee? 

Purpose: This guide will explain what happens to your payroll account and what to expect if a single payroll is not approved after 30 days to ensure compliance with the Payroll Services Agreement. 

Table of Contents:

Transitioning to Maintenance Mode

If you have not approved payroll (calculating payroll does not satisfy the approval of payroll) after 30 days, your account will transition to Maintenance Mode status, and you will be charged the Monthly Account Management Fee of $125 plus any applicable state fees. This change in account status allows you to keep your BambooHR Payroll account add-on active even if you do not need to process wages. 

Important Reminder:
Please note that we will still file taxes on behalf of your company when in maintenance mode. To ensure accurate tax filing and reporting, please remember that paying wages outside of BambooHR Payroll violates our Terms of Service and Payroll Service Agreement by preventing us from collecting taxes and maintaining correct records. 

If you are no longer running payroll through BambooHR, but want access to payroll reports and other data, please do not keep your account in a maintenance status. We would love to work with you to stay, but if not, we recommend cancelling your account to avoid issues/fees with tax filings. You will still have access to your payroll reports in TRAXPayroll until May 21st of the year following your cancellation, or you can opt in for extended access to your payroll data. 

The following features will still be accessible to you while your account is in the monthly Maintenance Mode:

 Monthly Account Management Fee billing process:

Once your account switches to Maintenance Mode, we will collect the Monthly Account Management Fee and any additional fees at the beginning of each month via ACH sweep from the bank account you have on file. The fees included will cover the prior month of service. Please remove any debit blocks on your account to facilitate this process.

Considerations for inactive state wages:

  • If there are no applicable wages in a state, we will continue to file $0 wage returns to the agency for up to eight quarters of wage inactivity.
  • Please note that many states automatically close tax accounts after eight quarters of inactivity. If this occurs, payroll tax returns may start to be rejected. We'll keep you informed if we're unable to file any returns.

Ready to run and approve payroll again? 

Contact Payroll Support when you're ready to resume payroll and return to live account status.

What if I process my payroll quarterly, twice a year, or yearly? 

If you process payroll quarterly, twice a year, or yearly, you will pay the standard Per Employee Per Month payroll services fee within the month of processing payroll. In the months when payroll is not processed, you are expected to pay the Monthly Account Management Fee, which will be collected from your bank on file by BambooHR.