Your New Client team is here to ensure a smooth transition; we’re here to help and will confirm your account information and provide you with helpful resources.

Expect to receive a welcome email from your implementation specialist, with the following details. We’ve provided a little more context in this article to help you with any questions you may have.

Confirm your first Payroll dates

Payroll Process Date: This is the day you are scheduled to process your payroll.

Check Date: The first pay date that will be processed with Heartland.  Employee deposits and Heartland debits are determined by this date.

Calling Heartland: Account Security

Please have all three handy as we verify your identity to protect your information. You will be asked to confirm these each time you call in.

• Your Client ID (8-digit alpha-numeric)
• Authorization PIN (you will choose this during account setup)
• The last 4 digits of the business' FEIN

Processing Method options at Heartland 

• Online (most popular) Log into your account at www.heartlandpayroll.com  to enter or import, and process your payroll at your convenience. 

• Heartland Key: You will email your payroll, and we will process it for you.

• Phone Call-In: You will call in when you are ready to give us your payroll.

• Phone Call Out: We will call you on your payroll process date.

• Auto Process: Payroll will automatically process on each Process Date. Changes must be sent 48 hours before each run date.

24/7 Payroll Help Center 

Articles, videos, and user guides to help you with payroll questions at your convenience. 

• Help Center: All Heartland Products or Help Center: Payroll + 
• Heartland Online Payroll Basics Video Series

Delivery Information

We will confirm your delivery preference, as well as the delivery address.

• Printback (paperless): You will not receive a physical package and are responsible for printing live checks, and any reports, direct deposit vouchers/pay stubs as applicable.
• FedEx Next Day Delivery: Trackable delivery
• Mail: is not trackable or guaranteed delivery; which may result in delivery delays.
• Local Delivery: Availability and options vary by area.

Tax Service Options

• Full Tax: Heartland will collect your tax liability with each payroll and make tax payments on your behalf.
• Tax Alert: We will NOT collect your tax liability or remit any tax payments on your behalf. You will be responsible for making all required tax payments and filing all applicable tax returns when they are due.

Bank Information

2 options, based on how you choose to handle live checks.

Option 1: Live checks are drawn off of your business bank account

• Debit Schedule: One business day before your check date
• Includes: Direct Deposit, Payroll Taxes, and Payroll Invoice
• Live checks will be drawn from the same bank account as each check is cashed.

Option 2: Live checks are drawn off of a Heartland bank account 

• Debit Schedule: One business day before your check date
• Includes: Direct Deposit, Payroll Taxes, Payroll Invoice, and the grand total for Live Checks
• Live checks will be issued from our Heartland bank account
• Makes reconciliation much easier if you have a lot of employees with live checks

Fraud Filter

If you have a fraud filter on your payroll funding account, you must preauthorize Heartland's debit transactions by providing your bank with our ACH codes (known as COIDs).  

Please contact your bank to provide them with these 3 authorization codes:  

• the number 1 followed by your federal ID number, followed by the number 1
  • Example: if the federal ID is 77-8888888, it would be 17788888881
• 1582663830
• 2582663830

Missing Items: Prompt action is needed

Your specialist will list out any missing items that are required for your account; please reach out with any questions, as this may impact your payroll processing, tax filings, and deposits.

• Examples: Tax IDs, Missing Employees/DD/Deduction Amounts, etc.

Resources

• Payroll Help Center: (Articles and user guides on the most common payroll questions) Help Center: All Heartland Products or Help Center: Payroll + 
• Welcome Kit: Contains frequently used payroll forms and information
• Tax ID Registration (*if applicable): Links to register for your missing State Withholding and Unemployment Tax IDs

Submitting Payroll: Processing Cutoff Time

If you receive a physical package, the cutoff time is 3 p.m. EST on each processing date. Payrolls can be processed until the day before the check date; however, a premium processing fee may apply.

If you have any questions, please reach out to your Payroll Support Team via email or telephone at 800-285-0005!