Frequently Asked Questions (FAQs)

PayNW offers comprehensive HCM services. From hire to retire, we simplify everything from employee onboarding and performance management to compliance and tax filings, all while providing you with the support of a dedicated team member.

With PayNW, payroll is fully automated and streamlined to make your life easier. Our system not only handles payroll calculations but also takes care of all related tasks such as tax filings, reporting, and direct deposits. We ensure that all payroll processes are efficient, accurate, and timely, allowing you to focus on running your business.

Here’s how PayNW makes payroll easier:

• Automated Payroll Calculations: PayNW automates the calculation of wages, deductions, and taxes, ensuring everything is accurate and compliant with federal, state, and local tax laws. Our system automatically applies tax rates based on employee location and the latest tax codes, so you don't have to worry about keeping up with changes.

• Tax Filings and Payments in All 50 States: PayNW simplifies tax compliance by handling tax filings and payments for businesses with employees across all 50 states. Whether your employees are in Washington, North Carolina, or anywhere in between, we ensure that all state and federal taxes are filed on time. PayNW automatically generates the necessary reports and makes the required payments to federal, state, and local agencies, reducing the risk of errors or missed deadlines.

• Direct Deposit & Pay Cards: PayNW supports direct deposit to employees' bank accounts, ensuring they are paid quickly and securely. Additionally, for employees who don’t have bank accounts or prefer a more flexible option, we offer pay cards. These prepaid debit cards allow employees to access their earnings without the need for a traditional bank account, making it easier for them to get paid and manage their finances.

• Earned Wage Access (EWA): PayNW offers Earned Wage Access (EWA), allowing employees to access their earned wages before payday. This service helps improve employee satisfaction by providing greater financial flexibility. Employees can withdraw a portion of their earned wages whenever they need them, helping them manage unexpected expenses without waiting for the next paycheck.

• Alerts and Notifications: Our system includes alerts to help you stay on top of any potential issues before they become problems. You’ll be notified of missing approvals, tax issues, or discrepancies in time reporting, so you can resolve them quickly and keep payroll on track.

With PayNW, you can trust that your payroll is being managed by experts who are committed to keeping it simple, accurate, and compliant—every time, for every employee.

With PayNW, HR management becomes seamless and efficient. We offer comprehensive solutions from hire to retire that help you streamline and manage the essential aspects of HR, from employee onboarding to benefits management, performance tracking, and compliance. Our platform is designed to save you time and effort, while ensuring that your HR practices are aligned with legal requirements and best practices.

Here’s how PayNW makes HR management easier for your business:

• Employee Onboarding: PayNW’s onboarding solution simplifies the process of bringing new employees into your organization. We provide a digital, user-friendly platform where employees can complete all necessary paperwork, including tax forms, direct deposit information, and benefits enrollment. Automated workflows guide new hires through the process, ensuring nothing is missed. Additionally, our onboarding tools help reduce administrative workload and improve the new hire experience, allowing your team to start strong from day one.

• Benefits Management: PayNW streamlines benefits management by automating the enrollment process to provide your employees with easy access to their benefits information. Our system helps you manage employee health benefits, retirement plans, and other perks, ensuring they are up to date and in compliance with regulations like the Affordable Care Act (ACA). Our tools help you handle open enrollment, eligibility tracking, and benefits administration so that your employees get the coverage they need without the headache of manual paperwork.

• Performance Tracking: PayNW offers tools to track and manage employee performance with customizable reviews and feedback systems. You can set goals, conduct regular performance evaluations, and provide real-time feedback to employees—all within our system. Our platform makes it easy to document performance milestones, track development progress, and ensure that employees are meeting expectations. By using PayNW’s performance management tools, you can foster a culture of continuous improvement while aligning individual performance with organizational goals.

• Compliance Management: Staying compliant with labor laws, tax regulations, and industry-specific guidelines is critical—and can be overwhelming. PayNW makes compliance easier by automating compliance-related tasks, such as managing I-9 forms, tracking ACA compliance, and ensuring adherence to wage and hour laws. Our system is regularly updated to reflect the latest legal changes, ensuring that your business stays compliant without having to worry about missed deadlines or violations.

• Employee Self-Service Portal: To further reduce administrative overhead, PayNW provides an employee self-service portal where your team can manage their own information. Employees can update personal details, review benefits information, and access pay stubs—all in one place. This empowers your team to handle their own HR tasks, freeing up your HR department to focus on strategic initiatives.

• Centralized HR Dashboard: PayNW’s HR dashboard provides a centralized location for all HR data, allowing you to easily access and manage employee information, performance reviews, benefits, and more. With easy reporting and a user-friendly interface, you can quickly track key HR metrics, monitor compliance, and generate reports at any time.

By providing a comprehensive suite of HR solutions, PayNW allows you to focus on what matters most—your people. Whether it’s ensuring a smooth onboarding experience, managing employee benefits, tracking performance, or staying compliant with regulations, PayNW makes HR tasks simpler and more efficient, giving your team the support they need to succeed.

With PayNW, managing time and attendance is simplified, accurate, in one unified system with Payroll and HR. Our solution streamlines time tracking, scheduling, and attendance management while ensuring compliance with labor laws and improving operational efficiency. Whether you're managing remote teams or on-site workers, PayNW makes it easier to monitor employee hours and track attendance.

Here’s how PayNW handles time and attendance:

• Automated Time Tracking: PayNW’s system automatically tracks employee hours, reducing the need for manual input and eliminating common errors like buddy punching. Employees can clock in and out through mobile devices or NFC tags, ensuring accurate time recording with minimal effort.

• Mobile Access for Employees: Employees can clock in/out, view their schedules, and request time off through the PayNW mobile app. Whether employees are in the office, on the job site, or working remotely, they can easily track and manage their time, ensuring transparency and ease of access.

• Tap to Punch Time Capture: For businesses in industries like manufacturing or warehousing, PayNW offers NFC-based time capturing. Employees use NFC cards or tokens to clock in and out, providing a secure, accurate, and efficient way to manage time tracking, while preventing fraud such as buddy punching.

• Real-Time Data Syncing: Time and attendance data is updated in real-time, giving managers immediate access to attendance records, hours worked, and any potential issues. This allows for quick action if discrepancies arise, keeping your payroll process on track.

• Scheduling Flexibility: Create and manage employee schedules, assign shifts, and adjust work hours as necessary. Employees can access their schedules via the mobile app, helping to minimize scheduling conflicts and keeping your team aligned with business needs.

• Overtime and Compliance Management: Automatically calculates overtime hours, ensuring your business complies with wage and hour laws. Overtime is tracked based on your policies (such as daily or weekly thresholds) and flags potential compliance issues before they arise, helping to protect your business from fines or penalties.

• Time Off Management: Employees can submit requests for paid time off (PTO), sick leave, and vacation through the self-service portal. Managers can quickly approve or deny requests, and the system automatically updates balances, reducing administrative burden and ensuring accurate leave tracking.

• Reporting and Analytics: Configurable reports allow you to track attendance, monitor labor costs, and identify patterns such as absenteeism or excessive overtime. Generate these reports in real-time, providing valuable insights into your workforce’s performance and attendance trends.

• Compliance with Labor Laws: Ensure compliance with federal, state, and local labor laws by tracking work hours, breaks, and overtime. The system is regularly updated to reflect the latest regulations, so your business stays compliant without the added complexity.

• Directly Synced with Payroll: Review and approve time data, then sync directly to payroll with the push of a button.
  
  

• Integration with Other Time and POS Systems: While PayNW provides a comprehensive time tracking system within the platform, we also offer integration with other time and point-of-sale (POS) systems if needed. This flexibility ensures that you can seamlessly connect our solution to your existing systems, creating a cohesive time management solution that fits your business.

With PayNW, you get a comprehensive, unified solution that takes the complexity out of time and attendance management. By automating time tracking, offering scheduling flexibility, managing time-off requests, and ensuring compliance with labor laws, PayNW makes it easy to manage your workforce, no matter the size or structure of your business.

Why should I choose PayNW over other payroll providers?

PayNW sets itself apart by offering a truly personalized service and a complete, easy-to-use solution designed to streamline your business operations. Here’s why businesses of all sizes—small, large, or somewhere in between—choose PayNW:

• Personalized Support: At PayNW, you’ll have a dedicated Service Representative who understands your unique business needs and works alongside you to ensure everything runs smoothly. You won’t just get a generic support team; you’ll have a partner focused on your success.

• Comprehensive Services: PayNW provides more than just payroll. We offer a full suite of  HCM services, including HR, time tracking, benefits management, and compliance, all in one place. This helps reduce the complexity of working with multiple vendors and saves you time.

• Compliance Expertise: Keeping up with changing regulations can be tough. PayNW ensures your business remains compliant with federal, state, and local tax laws, so you can focus on what matters most—running your business—without worrying about legal risks.

• Employee-Centric Features: We prioritize your employees by providing them with tools like earned wage access and self-service portals. This allows them to manage their information and make updates on their own, reducing administrative burden and improving employee satisfaction.

• Transparent Pricing: PayNW offers clear, predictable pricing with no hidden fees. We believe in providing great value and giving you the confidence that you're getting the most out of your investment.

• Scalable Solutions: PayNW is built to scale with your needs. We offer solutions that grow with you and can handle businesses of any size, across all 50 states, with deep knowledge of local tax and compliance laws.

With PayNW, you’re not just getting a payroll provider; you’re getting a partner who understands your business and is committed to making your operations easier, more efficient, and more successful.

Yes, PayNW’s platform, powered by UKG Ready, is designed to be user-friendly and intuitive, so you don’t need to be a tech expert to navigate it. We know the technology inside and out, so you don’t have to. Our team is here to support you every step of the way, ensuring that your experience is seamless and stress-free.

Here’s why PayNW is easy to use:

• Intuitive Interface: UKG Ready offers a clean, user-friendly interface that simplifies complex tasks like payroll, HR, and time tracking. Everything is organized logically, making it easy for you to find the tools and features you need, even if you don’t have extensive technical experience.

• In-System Guides and Support: We provide built-in guides and helpful tips within the system to assist you while you work. Whether you’re processing payroll, managing time off, or handling employee data, these in-system resources are there to guide you, so you don’t feel overwhelmed.

• No Need to Be an Expert: At PayNW, we’re the experts, not you. Our team is knowledgeable in UKG Ready, so you don’t have to worry about understanding every technical detail. We handle the complexity and make sure everything works smoothly, allowing you to focus on running your business.

• Personalized Support Just a Call or Email Away: If you ever need help or have a question, your Service Representative is just a phone call or email away. You’ll always have direct access to someone who understands your business and can provide quick, knowledgeable support whenever you need it.

With PayNW, using UKG Ready is simple and straightforward, and you’ll have the ongoing support you need to ensure your business runs efficiently without becoming an expert in the technology yourself.

Yes, PayNW integrates with many of the leading accounting, HR, and time tracking systems. We understand that your business may already use other software, and we work with you to ensure a seamless flow of data between your existing tools and PayNW. This helps streamline your processes and reduces the need for manual data entry.

In addition to our in-house expertise, PayNW has trusted integration partners who can assist with connecting PayNW to other software you use. These partners are experienced in managing integrations, ensuring that everything works smoothly and efficiently, whether it's syncing payroll with accounting systems or connecting time tracking to scheduling tools.

By leveraging both PayNW’s robust platform and our network of integration partners, you can ensure that your operations remain cohesive and efficient, without the headaches of managing multiple disconnected systems.

The first step is to have a conversation with one of our advisors. We’ll take the time to understand your business needs, challenges, and goals. This helps us identify the right solutions for your business, and we’ll provide a personalized demo to show you exactly how PayNW can help.

The demo is personalized for your business. After discussing your needs, we’ll show you how PayNW’s solutions will work for you. 

You’ll get a live walk-through of the platform, with a focus on the features that matter most to your business. We’ll show you how PayNW simplifies processes, saves time, and ensures compliance. You’ll have the chance to ask questions and discuss any specific needs you have, and walk away with an understanding of how partnering with PayNW can make your life easier.

Most demos last between 30 and 60 minutes, depending on your questions and the specifics of your business. We happily set more time, if needed, to ensure make all your questions are answered.

We welcome anyone from your organization that would benefit from being part of the demo to complete your decision making process. During the demo, a PayNW Advisor and a Product Specialist will guide you through the platform. The Advisor will discuss your business needs, while the Product Specialist will demonstrate how PayNW can meet those needs. 

During the demo, we’ll focus on your business’s specific challenges and goals. We’re confident that our personalized service, combined with powerful features, will align with your needs. If you have questions, we’ll work together to make sure PayNW is the right solution for your business.

After the demo, we’ll address any additional questions you have and discuss the next steps. This includes follow up demos and finalizing pricing to moving forward with the implementation process, so you can start seeing the benefits of PayNW for your business.

PayNW’s implementation process is designed to ensure a smooth and efficient transition to our platform. We follow a structured approach that is tailored to meet your specific needs, with a focus on accuracy, training, and support. Here are the key steps involved:

1. Initial Consultation and Planning
   We begin by working closely with you to understand your business’s specific needs and goals. This phase includes a deep dive into your current processes, systems, and requirements to help us develop a customized implementation plan.

2. Data Collection and Configuration
   Our team will assist you in gathering and preparing the necessary data, such as employee information, payroll records, tax rates, and benefits details. We then configure the system to match your business structure, workflows, and compliance requirements.

3. System Testing
   Before going live, we conduct thorough testing to ensure that all system configurations are working correctly. This includes validating payroll calculations, tax setups, and benefits administration to ensure the accuracy of your data.

4. Training (Train-the-Trainer Approach)
   PayNW uses a train-the-trainer approach for training your team. We provide in-depth, role-based training to key individuals in your organization, who will then be responsible for training other users. In addition, we offer in-system guides accessible to all user levels, so your team can refer to step-by-step instructions as they navigate the system. This approach ensures that your team is confident in using the platform and has the tools they need to troubleshoot and learn independently.

5. Go Live and Support
   Once testing and training are completed, your system will go live. Our team is fully available to assist with any issues or questions that arise during the transition. During the initial live phase, we monitor the system closely and provide additional support to ensure a seamless transition.

6. Ongoing Support and Optimization
   After the system is live, we continue to provide ongoing support. This includes troubleshooting, adjustments, and ensuring your system remains optimized as your business grows or changes. You will have access to a dedicated Service Representative, and our team is available to help with any issues that come up.

On average, our implementation team gets you to the Go Live point within 60-90 days, all while providing the safety and assurance you require.

PayNW offers transparent, customized pricing based on the size of your business and the services you need. We’ll work with you to create a plan that fits your specific requirements and ensures you get the most value from our solution.

There are no hidden fees. PayNW provides clear, upfront pricing, and our setup pricing and process is straightforward, with no surprises. What you see is what you get, and we work closely with you to make sure there are no unexpected costs.

PayNW typically offers 3-year term contracts. We focus on building long-term partnerships and providing continuous support as your business grows.

Yes, PayNW’s platform is cloud-based, allowing you to access it from anywhere and on any device with an internet connection and web browser. Whether you're in the office or on the go, you can manage payroll, HR, and time tracking with ease.

Yes, PayNW makes it easy to add or remove users. As your team size changes, you can quickly adjust user access to the platform, ensuring the right people have the right permissions.

Absolutely! PayNW is designed to grow with your business, no matter its size. Whether you're expanding your workforce, entering new markets, or adding new services, our solutions are scalable and flexible. We’re here to support your business at every stage, ensuring you have the tools and resources you need to continue thriving as you grow.

Yes, PayNW can manage payroll and compliance for businesses operating in multiple states. Our system manages state-specific taxes and labor laws, and ensures compliance with local regulations, making it easier to manage employees across different locations.