HOUSEHOLD EMPLOYER'S FAQ
Q - How will I know when my account is setup with GTM?
A - You will receive an email detailing which forms you'll need to complete shortly after registering. After this information is returned, we will email you a standard payroll wage breakdown confirming your setup.
Q - What do I
do if my employee started before I signed up with GTM?
A - We will need to account for the wages you have already paid to your employee. Please complete the YTD wage form and provide us with the dates, wages paid and any withholdings you may have made.
Q - I am newly registered and haven't received my EIN number yet. What do I do?
A - If you completed the 8821 tax information authorization, asked GTM to apply for the number and its been several weeks, let Client Services know as we may have your EIN on hand or the IRS should be mailing it to you shortly. Otherwise complete the 8821 form and fax it to us.
Q - When should I expect to receive notification of my EIN once I submit the 8821 form?
A - You will receive an email from us shortly after we receive the EIN. The IRS will also mail the information to you directly, which can take 2 to 4 weeks.
Q - When do I need to have my nanny's hours in to you? How do I relay them to you?
A - Any payroll changed must be relayed to GTM by 3pm EST, 5 business days before the check date. You can enter your employee’s one-time payroll change online, via your personal GTM homepage. Please contact our Client Services Department, should you need any assistance.
Q - I would like to give my nanny a bonus or a raise, how do I inform you of this amount?
A - You can enter employee bonus or raise information online through our website, by logging in using your email and password. Please contact the Customer Service Department if you have any questions on how to log in.
Q - When should I expect the payroll check to arrive in the mail? (EasyPay clients)
A - We process and mail the payroll from our office on Monday. Generally our clients receive the payroll checks and registers on Wednesdays or Thursdays, depending on their mail delivery. If you are concerned about timeliness you may want to consider providing your employee the direct deposit service.
Q - My nanny would like to sign up for Direct Deposit. Can I initiate that online?
A - Yes. From the Welcome screen click on Employee Details. Click on your employee's name and complete Step 5.
Q - I signed my employee up for Direct Deposit, will I still receive payroll checks in the mail.
A - No, your account will automatically be switched over to our Paperless Payroll option - you will no longer received mailed paper copies. You and your employee can both access an online version of the pay stub through your online accounts.
Q - I have received a letter from my state regarding my account with them. How do I handle it?
A - Fax it to us at (518) 836-2497 for our review. We will research the reason for the inquiry and respond to them on your behalf. As it does take time to research and conduct these matters, you may need wait up to 7-10 business days for a response.
Q - I had a second employee that I didn't think I had to report taxes for and now I realize that I need to. What should I do to get the back taxes paid?
A - You can set up your new employee online. From the Welcome screen, click on Add Employee and enter your new employee's information. We'll also need you to fax a completed YTD wage form, indicating the gross wages paid each pay period, as well as, any taxes that you may have withheld.
Q - I am an EasyTax Client. How will I know how much to pay my employee each pay period?
A - Each Wednesday at 12 Noon, you will receive an email letting you know that the payroll information is available online. You should login to your online account to access a copy of the payroll register which outlines the payroll information.
Q - Do I need to have a workers' compensation policy?
A - Some states do require you to have coverage depending on whether your employee works part-time or full-time. Regardless of whether it is required, GTM strongly advises you to obtain coverage for your employee. Contact GTM Employment Benefits at (800) 432-7972 x 7213 to explore your options and see if GTM can help you in obtaining this policy. Or click here for a FREE Quote.
Q - My nanny needs to take a leave of absence. How do I suspend payments?
A - You can report that through the online timecard system by selecting the date of the final payroll and making a note in the comment section, or contact the Customer Service Department directly. Your account will be placed on hold until your nanny returns.
Q - When are the tax filing deadlines? How should I prepare for them?
A - The tax filing schedule for a household employer occurs 6-times a year. If you are an EasyTax client, you should anticipate receiving your signature ready forms two weeks ahead of the due date. Each pay period, we will inform you of what the tax liabilities are allowing you to plan accordingly to meet tax payment amount. GTM assumes these responsibilities for all clients signed up on EasyTax Direct, thus alleviating any action by the client.
Q - I have a Dependent Care Assistance Plan (DCAP) or Flexible Spending Account (FSA) through work. What do I use as evidence to submit to my employer in order to be reimbursed?
A - Each company's plan administrator requirements vary although many clients use their payroll check registers, copy of their nanny's pay stubs or their quarterly tax worksheet. You may want to ask your company's Human Resources Department for more information.
Q - I am changing employees. How do I initiate the change with you?
A - You'll need to inform us of your current employee's final payroll date through the “Terminate Employee” section of your online account. Enter the final payroll date and click the submit button to go to the timecard screen to enter any final payroll changes. To set up your new employee, click on Add Employee from the Welcome screen and enter the necessary information.
Q - My employee wants to change their filing status. How is that done?
A - Click on Employee Details from the Welcome screen. Click on your employee's name and complete Step 3.
Q - My employee has moved. How do I relay this change to you?
A - Click on Employee Details from the Welcome screen. Click on your employee's name and complete Step 2.
Q - I am closing the checking account that I use to pay my employee. How far in advance should I notify you and send in the new checking account information?
A - GTM recommends that you notify us approximately two weeks in advance if you are in the processing of closing your checking and opening a new one. Once you have your new checking information, we ask that you fax a VOIDED check to (518) 836-2501.
Q - I am an EasyPay / EasyTax Direct client. How do I know how much money will be deducted from my checking account each payroll period?
A - You should review the payroll register from your online account each payroll period for a detailed breakdown of what will be deducted.
Q - My spouse and I use a separate checking account that we have GTM debit from each pay period. What happens if there is not enough money in the account for an upcoming pay period?
A - If GTM is unable to collect the payroll and taxes from your checking account on the pay date we will attempt to collect the amount within 2 Business Days and you will be charged a $50.00 insufficient funds fee.
Q - I need to change my banking account that payroll is drawn from. How do I do that?
A - Click on the Billing/Banking Information link from your online account and complete Step 1b with your new banking information. You should also download a new EFT authorization form and fax that to our customer service department at (518) 836-2501.
Q - My nanny receives direct deposit and has changed/closed their bank account. How do we handle this?
A - Click on Employee Details from the Welcome screen. Click on your employee's name and complete Step 5.
Q - When will the Direct Deposit be available to my nanny?
A - On pay day, which is Friday mornings for weekly and biweekly payers and on the 15th and last business day of the month for semi-monthly payers. We recommend your employee contact their banks' local branch and speak to a live representative to confirm the direct deposit has happened for the first time. Automated systems may not update bank balances until later in the day.
Q - When will I see the debit from my account for the payroll and/or taxes?
A - The debit will occur from your account on the check date.
Q - I have received a statement from GTM indicating that I have a service fee balance. However, I thought that you were charging my credit card each month. How can I resolve this?
A - The credit card that we have on file may have an invalid expiration date. Click on Billing/Banking Information link from your online account and complete Step 1a with your new information.
Q - I think my annual prepayment of services is about to run out. When will I be notified and how may I continue to pay for services?
A - About 4 weeks before your prepayment runs out, we will send you an email notice which indicates you will be billed on a month-to-month basis by the payment method you provided when you initially signed up, either via credit card or automatic debit (EFT). There will be no need to respond to this notice, unless you would like to change your payment method, choose to prepay at a discounted annual rate or to pay the non-discounted 6-months advance payment rate again.
Q - Can my employee's payroll voucher be sent directly to her/him?
A - No. All of the correspondence is directly to you, the client. GTM does not mail correspondence directly to employees. However, if you are on our EasyPay service, your employee should register for Employee Self-Service to access their pay stub online.
Q - Why do I need to provide you with a standard amount of hours? My employee's hours will fluctuate each pay period.
A - We ask for standard amount of hours for a few reasons: the most important being that your employee will be paid in the case that we don't hear from you for some reason. Also having standard hours on file will allow you the convenience of only reporting her/his hours when there is a change to the standard amount.
Q - I am an Easy Tax Only client and you process just my taxes - not my payroll. Why do I have to submit changes by 12 noon EST on Monday?
A - The 12 noon deadline allows us time to process any payroll changes that we receive in a timely manner. It also allows us to be able to post the payroll information online, 2 business days before the check date.
Q - I received a notice from the state regarding a new unemployment rate. Why didn't you receive it?
A - Because you are the active employer. Your state will send all correspondence to you directly rather then to us. Please fax a copy of this notice to us at (518) 836-2497.
Q - Why am I being charged $15 a month while my account is inactive?
A - Although you do not currently employ someone, the State will still need to receive Quarterly reports from you. While you are inactive, we file reports on your behalf reporting no wages paid.