Purpose: We understand all good things must come to an end, but we want to ensure we end on good terms. This guide will help you prepare for your departure by providing the quick information and resources necessary before parting ways as your payroll service provider. 

Table of Contents:

• Important Considerations
• Cancellation Confirmation
• Access to Account Information
  • Extended access
• Account Reconciliation
• Filing Options
  • FUTA considerations
• Corrections, Amendments, and Tax Notices
• Reminders

When you request cancellation in Payroll Settings, you will need to confirm the following details:

• Your BambooHR Payroll ID
• Your Final Pay Date
• Your preferred tax filing option (see options below)
• The bank account on file for any fees or returned taxes

You will have access to your payroll reports and data in TRAXPayroll until May 31st of the year following your cancellation.

It is your responsibility to download and save the following reports from TRAXPayroll > Reports:

• Payroll Register with hours (PDF)
• By Employee Detail (Excel)
• Quarterly Tax Filings
• W-2s for all years

Payroll admins can request to access payroll data after your payroll services with BambooHR have ended. Additional access is $200 for 30 days. If you need to change account ownership or access historical data, please contact Payroll Support at (866) 872-9123 or [email protected] to start your request. For more information about extended access to payroll data, click here! 

BambooHR will collect fees via an ACH sweep from the bank account on file. These fees may include year-end filing charges, W-2/1099 fees, outstanding fees, and taxes owed. Please note that if our bank partner, NPC, sweeps your account and determines non-sufficient funds (NSF), you will be responsible for all bank fees.

If any funds need to be returned, they will be transferred to your bank account on file.

Keep your bank account open until all transactions are completed.

Please keep in mind the parameters around the following three filing options:

1. Year-End Options (e.g., business closing, move to PEO, EIN merger)
   1. BambooHR Payroll completes year-end filings and W-2s:
      1. $125 per month + $7 per state fee for the remainder of the year
      2. $5 per W-2
      3. $25 base fee + $12 per 1099NEC
      4. All fees will be collected upon account cancellation.
   2. You complete all remaining tax filings, including W-2s and 1099s:
      1. Outstanding taxes will be returned to your bank account for you to file and pay.
2. Quarter-End (based on final payroll date)
   1. BambooHR Payroll will complete all tax filings and payments for the quarter. No annual filings or W-2/1099s will be generated.
3. Mid-quarter (based on final payroll date)
   1. BambooHR Payroll will return all taxes collected for the quarter. No quarter, annual, or W-2/1099 filings will be generated.

Please complete the following correction submission form if you need corrections or amendments. Note that we can only complete corrections/amendments for periods when we were your payroll service provider. 

Please complete the tax submission form if you want us to resolve a tax notice. Please note that we can only resolve notices for periods when we were your payroll service provider. We will collect the fees and taxes due before fulfilling the request. For your reference, the additional service fees are found here. 

While we do our best to get you taken care of as we part ways, there are a few things you will need to keep in mind and do on your end to stay compliant: 

1. We do not mark tax returns as final; you are responsible for closing tax accounts with the appropriate agencies.
2. Keep your company tax accounts open and maintain third-party access until all payments and filings are complete.