Timeline for payroll processing
Your payroll should be processed at least three business days prior to check date. This will ensure that your tax summary data is available for the following day's transmission to us by your payroll district office.
Processing your payroll according to this timeline ensures that Ceridian is able to validate your payroll tax information before it is deposited. Processing your payroll later than the timelines established may result in late deposits and associated penalty and interest charges for which you are liable. Anytime your payroll processing is delayed due to year-end bonuses or unexpected runs, contact your Ceridian tax service representative immediately to discuss possible options. Tax liabilities that are received late may require manual intervention. Refer to Processing Unscheduled Payrolls in this section for details.
Type of data sent each pay period
Each pay period the following data must be transmitted to the Tax Service to ensure deposits are made timely and accurately throughout the quarter:
Check date
Current payroll liability amount per tax type
Quarter-to-date wage and tax totals per tax type. (This data is only used for reconciling purposes if you are using our optional Balance-As-You-Go service. See "Resolving Out of Balance Conditions" in this section for additional information.)
The data sent each pay period contains only current tax type totals. We do not receive year-to-date totals or employee-level information until your quarter closes and you or your payroll district office forward the data.
Methods for transmitting pay period data
As mentioned previously, each time you process a payroll, the necessary company-level information is transmitted by your payroll district office to us for processing. The only reason you would need to consider an alternative method of transmission is if you needed to send data pertaining to tax liabilities handled outside of the Ceridian payroll system, such as pension payments and third party sick pay.
This data is generally sent through Ceridian's Tax Management System (TMS Tax Management System), or on paper, via fax. Refer to the Special Tax section of this manual for instructions on how to report these payments to us.
Confirming the receipt of your tax transmission
Once we have received your payroll tax transmission, you or your payroll district office will be notified through our Tax Liability Summary report. It is standard for this report to be faxed to you and/or your payroll district office within three hours of receiving your transmission. The report includes the check date(s) and liability amounts transmitted. Review this information to ensure complete and accurate transmission of your data. Contact your Ceridian tax service representative immediately regarding any discrepancy.
If multiple transmissions are received within an hour, the information will be consolidated into one report. To help ensure timely tax deposits, Ceridian anticipates the receipt of your tax data based upon the payroll frequency you provided when you started.
For example, if your company has a Friday check date, we expect to receive your tax totals on Wednesday. If the information is not received, you or your payroll district office will be contacted.