Switching payroll providers is intimidating. You’ve had a bad experience in the past, or your schedule leaves no room for change. If you want to switch payroll providers, it’s important to know where your business stands today, and where you want it to go.
A great payroll partner allows you to focus on your business and your team. Instead of staying up late in the office, or having endless requests to approve, you can get back to doing what you love.
Now, as a midsized business, it’s essential that you evaluate the technology needs your company has as well as any HR compliance that requires your attention. We’ve designed this pricing guide to be a comprehensive guide for our core services, called packages, as well as our add-ons. We suggest you choose a package, and then choose your add-ons as they are needed or applicable to your organization.
Getting Started with Whirks Fees
There are three costs to consider when choosing Whirks as a payroll partner:
- A one-time investment
- An estimated monthly recurring fee
- A year-end fee for W2s and 1095s (if applicable)
This annualized price allows you to understand our estimated fees for the year, but it does not mean you are committing to a long-term contract of any kind. Our agreements are month-to-month, so if you want to cancel services, all we need is a written 30-day notice, and we’ll make the transition back as easy as possible.
One-Time Investment
This is a one-time investment to transition you to our services, train you, and gather your information. Our team does all the heavy lifting, converting your historical payroll data into our system, adding your current employees and their information into our platform, and scheduling live training sessions with you and your team based on the specific services you need.
This fee is 15% of your overall annual cost of service and is charged with the first payroll process we run for you.
To learn more about how to get started with us, check out our article on what implementation looks like.
Monthly Recurring Fee
Let’s figure out two things about your business: how many employees do you have and what services do you need? These 2 factors will determine your monthly price.
Your estimated monthly recurring fee is based on the number of active employees you have in your company and the specific services you have purchased. This pricing model is known as PEPM (per employee per month).
We do not charge you each time a payroll is processed or based on the number of paychecks you issue. Our fee is processed on the first payday of every month. As you customize your package and add services, this price will change.
There are three service packages at Whirks: Core, People, and The Whirks.
CORE
Designed for businesses who need traditional payroll services.
Our Core Package includes:
- Electronic Onboarding of New Hires
- Payroll Processing (Direct Deposit, Pay card, and Paycheck options)
- Payroll Tax Filing
- Employee Self-Service Apps
- Pay-As-You-Go Workers’ Compensation Insurance (Complimentary Add-On)
If you have a midsized team of over 50 employees, you will be charged $10.25 per employee per month for our Core payroll services.
One-Time Investment
The one-time investment to get started in this package is always 15% of the annualized cost and is charged with the first payroll process we run for you.
PEOPLE
Designed for businesses who need HR guidance and want to stay up to date on federal & state compliance.
Our People Package includes:
- Electronic Onboarding of New Hires
- Payroll Processing (Direct Deposit, Pay card, and Paycheck options)
- Payroll Tax Filing
- Employee Self-Service Apps
- Living Employee Handbook
- Labor Law Posters delivered to your physical locations (as they update, we send you new ones to post in your breakroom for DOL protection)
- Annual HR Risk Assessment
- HR Hotline (phone call or email away from our in-house HR experts when you have people concerns)
- HR Whirkshops (monthly invite to an online Q&A to discuss HR hot-button issues with other business owners, led by our HR team)
- Pay-As-You-Go Workers’ Compensation Insurance
One-Time Investment
The one-time investment to get started in this package is always 15% of the annualized fee + $1,500 which covers a brand-new employee handbook or reviewing your current handbook. We curate a ‘living’ employee handbook for our clients, so we proactively add or update policies for clients as federal and state regulations change. In addition to the employee handbook, we implement HR essentials – on-call support for you to HR experts on our team, labor law posters delivered to your door, monthly Whirkshops, and an annual HR Risk assessment.
THE WHIRKS
Designed for business owners who need to track hourly employees, use a recruiting tool, outsource payroll, and manage Affordable Care Act (ACA) eligibility with one partner.
Applicable Large Employers (ALEs) are required by law to offer health insurance to their employees. Our ACA Compliance Add-On means we will handle the reporting requirements you have as an ALE and issue 1095s on your behalf at year-end. For more information about the Affordable Care Act and ACA Compliance, check out this ACA Guide.
The Whirks Package includes:
- Electronic Onboarding of New Hires
- Payroll Processing (Direct Deposit, Pay card, and Paycheck options)
- Payroll Tax Filing
- Employee Self-Service Apps
- Living Employee Handbook
- Labor Law Posters sent to your physical locations (as they update, we send you new ones to post in your breakroom for DOL protection)
- Annual HR Risk Assessment
- HR Hotline (phone call or email away from our in-house HR experts when you have people concerns)
- HR Whirkshops (monthly invite to an online Q&A to discuss HR hot-button issues with other business owners, led by our HR team
- Paid Time Off Policy
- Attract & Hire
- Giving and Volunteering
- Time & Attendance
- Pay-As-You-Go Workers’ Compensation Insurance
- ACA Compliance
One-Time Investment
The one-time investment to get started in this package is always 15% of the annualized fee + $1,500. If you’re a growing business and you value your employees but do not want to lift a finger when it comes to having insurance, offering insurance, and how that relates to your employees’ paychecks, this is the package for you. The WHIRKS package is designed for an owner who is looking at Professional Employer Organization services or complete concierge and managed services for their employees. This package is NOT a PEO, but it has all the perks of a PEO organization without the co-employment contract and the 2-3% cost of your annual payroll to service it.
No matter which package you choose, you will have a dedicated customer care specialist to support you in running a successful back office. As you grow your business, our team will tailor your pricing to your wants and needs.
Add-Ons
Now that you’ve reviewed our service packages, let’s explore some additional services that might benefit your company.
Some of our add-ons are complimentary (they make your life easier and OURS easier, so we give these to you for free!) Some of our add-ons are a flat monthly fee and others are per-employee-per month.
To compare our package features and add-ons, click here.
Attract & Hire – starting at $150/month
Best for restaurants, hospitality, and home care companies.
Attract & Hire is for businesses that want an integrated applicant-tracking solution (ATS) for hiring. Think about an ATS like a CRM for applicants. It’s what you use to host job descriptions, send ads to an unlimited about of job boards, and how you initiate both your interviewing and hiring practices with your candidates. You can automate interview reminders, skill assessments, and even extend offers and start background checks through our ATS. We generally recommend Attract & Hire for high-turnover industries like restaurants, hospitality, and home care.
ACA Compliance – $3.25/ per employee per month
Best for companies with more than 50 full-time employees.
Applicable Large Employers (ALEs) are required by law to offer health insurance to their employees. As an applicable large employer, employers are required to offer health insurance that meets minimal acceptable coverage and issue Form 1095s at year-end to confirm that you offered the appropriate coverage at the right time to the right employees throughout the year. Our ACA Compliance add-on means we will handle the reporting requirements you have as an ALE and issue 1095s on your behalf at year-end. For more information about the Affordable Care Act and ACA Compliance, check out this ACA Guide. Please note, ACA is a very serious mandate and the cost of not following ACA compliance can negatively impact a growing organization. If you’d like to talk about your specific questions, contact our sales team to learn more.
Benefit Services – starting at $15/ per insured employee per month (minimum of $150/month)
Best for businesses who want to offer great insurance coverage to their employees and provide concierge support directly to their employees.
If you’re a growing business and you value your employees but do not want to lift a finger when it comes to having insurance, offering insurance, and how that relates to your employees’ paychecks, this is the add-on for you. It is designed for an owner who is looking at Professional Employer Organization services or complete concierge and managed services for their employees. This is NOT a PEO, but it has all the perks of a PEO organization without the co-employment contract and the 2-3% cost of your annual payroll to service it. If you’re wondering if a PEO is right for you, check out this blog.
If you are offering health insurance to your employees, there are additional compliance requirements like Section 125 compliance, COBRA, and Pop documents that must be maintained in order to be compliant with federal law. Offering these benefits also necessitates back-and-forth communication with your employees and carriers during open enrollment, life-qualifying events, etc. These are burdens you shouldn’t have to manage and with Benefit Services, you don’t! This is best for businesses who want to offer good insurance plans AND provide concierge support for their employees on plan selection and regular maintenance.
Expense Management – $1.75/ per employee per month + $100 setup fee
For businesses who want to simplify reimbursements that need to hit their employees’ paychecks.
Through Expense Management, employees are able to request and validate reimbursement for company expenses easily through their Self-Service accounts. Reimbursement requests flow through an automated approval workflow, allowing administrators to properly categorize and document the expenses. The Expense Dashboard provides real-time data of all requests in process and/or committed (added to payroll for payment). Having clear records of expense reimbursements allows business owners to scrutinize the overall impact on their company’s budget and provides employees direct access to the history and accuracy of incurred expenses. We generally recommend this service for Home Care companies and Sales Team Operations.
Giving and Volunteering – Complimentary Add-On
Best for non-profits and businesses who regularly volunteer in their community.
Giving and Volunteering is for a business who wants to track volunteer hours, opportunities, and campaigns for their company. Through Giving and Volunteering, employers can allow employees to donate to any 501c3 in the United States through their paycheck. Employees can allocate one-time donations or recurring donations to come out of their paychecks. For non-profit-minded employers, employers can even offer a donation match for certain employer-sponsored non-profits. Giving and Volunteering is designed for employers who want to foster corporate giving and volunteer engagement with their local community.
Learn & Grow – $5.25/ per employee per month
Best for companies who require new hire training and ongoing online training for professional development.
Learn & Grow is for a business who wants an online on-demand training platform to upload video content for new hires and continuing education for existing hires. Through Learn & Grow, you can create your own courses, upload content, videos, quizzes, and ensure that new employees and existing teammates stay up to date with your training and learning needs. Learn & Grow is an excellent tool for a company that already has training blocks in place and needs an online way of tracking completion, encouraging and fostering completion, and values single-sign-on access for all employee-related tasks. Learn & Grow also comes with over 160 courses pre-built into the system that you can assign to employees like sexual harassment training, Microsoft, soft skills, and much more.
Pay-As-You-Go Workers’ Compensation – Complimentary Add-On
Pay-As-You-Go insurance is an effective cash flow tool for employers. When Whirks is the broker of record for your workers’ compensation policy we pay your premiums on every pay period and handle your workers’ compensation audit for you at year-end. The best part is that you don’t have to pay 25% down on your policy and true it up at the end of the policy period. Reach out for a quote on your insurance needs today. As a complimentary add-on, when we handle your insurance, we will set up Pay-As-You-Go Workers’ Compensation at no additional cost to you. Check out our blog to learn more.
PTO Management & Accrual Tracking – Complimentary Add-On
Any employer who offers a paid time off or sick leave policy needs this add-on. This is how we automate the accrual of your PTO policy and allow employees to request PTO within your payroll system. Managers receive notifications and can approve or deny these PTO requests. Many employers over-complicate PTO policies, and if yours is tough to keep up with, here are our suggestions for what should be included in your PTO policy.
Self-Service Benefit Administration – Custom Quote
Best for businesses who want to handle their own insurance administration but need health insurance plans.
If you offer group health insurance and want us to quote your plans, this is the add-on for you. You can select the plans of your choice with us and you can self-administer plans. This is best for companies who have an internal HR team in place that works with employees but still needs an insurance broker.
Time & Attendance – $3.25/per employee per month
If you have hourly employees and need to track their hours directly within our system, this add-on is for you. We have a variety of tracking options like physical clocks (biometric recognition, passcodes, and PIN numbers), as well as clocking in/out from a phone or on any Wi-Fi-enabled device like your employees’ work computer or iPad. We generally recommend Time & Attendance for employers with hourly staff that do not track time in their point-of-sale systems like medical practitioners, hospice care workers, blue-collared manufacturers, or white-collar hourly employees.
Work Opportunity Tax Credit Services – Complimentary Add-On
The Work Opportunity Tax Credit (WOTC) is a federal dollar-for-dollar tax credit to employers who hire people in IRS-protected categories such as ex-felons, ex-veterans, or employees who receive social security assistance, food stamps, or disability compensation. WOTC is based on total wages paid out to the employee every year and must be reported to the IRS within 28 days of hire or employers forfeit the possible tax credit. Tax credits start at $2400 per employee. WOTC is a MUST add when employers have a large turnover or hire a lot of tipped and hourly workers. Great industries eligible for WOTC are restaurants, hospitality, hotel, manufacturing, transportation, non-medical home care agencies, and some medical practices. For more information about WOTC, click here.
Retirement Plan Submission – $50 per payroll process + $125 setup fee
Retirement Plan Submission is ideal for any company that offers a 401K plan of some kind. We can automate the submission of your payment to your 401K plan (with select plans). This allows us to report 401k changes when employees make changes to their contribution and takes one more to-do off your plate. We don’t currently work with all 401K brokers for this service, so please be able to tell your salesperson what provider you’re with so that we can confirm we can automate this for you.
Year-End Administration Fees
Lastly are the year-end administration fees. At the end of the year, we reconcile your federal and state tax liabilities, as well as for each employee, submitting them to the appropriate agencies. This includes your federal and state W2 filings, as well as any 1095s for ACA compliance.
It’s extremely important that your W2s are accurate and submitted on time. Incorrect or late penalties can be substantial. Our standard cost for W2s is an annual base fee of $75 plus $7 per W2. The same pricing applies to 1095s, starting with the annual base of $75 plus $7 per form.
It’s important to understand your implementation, monthly, and year-end fees before you meet with us. This helps you budget your business better, assess your needs, and communicate your priorities to our team.
Determine Your Needs Now, and Plan for the Future.
Before you switch payroll partners, determine what you need now and where you want to go. As a midsized business, you’re looking to expand and grow your team, and the right payroll and HR partner can help you manage your team more efficiently so you’re empowered to do the real HR work of hiring great people, rewarding your team, and developing outstanding professional relationships.
Our team helps you reach your goals one step at a time. You’re not just an account number to us – we strive to offer personalized, around-the-clock service to answer all your questions and put to rest any concerns, helping you and your business get one step better every day.
We handle your who, what, and when, so you can get back to focusing on your why. If you have any questions about pricing, or if we’re the best fit for you, check out our demos here!
