Payroll Services Terms
Additional terms for payroll onboarding, calculations, funding, payments, tax filings, corrections, and use of payroll infrastructure.
1. Employer responsibility
Customer remains the employer or contracting business and is solely responsible for hiring, classification, compensation, time records, deductions, benefits, leave, notices, terminations, workplace compliance, and instructions to ZentroPayroll. Neither ZentroPayroll nor its payroll infrastructure providers becomes an employer, co-employer, professional employer organization, fiduciary, or legal/tax adviser by providing payroll infrastructure.
2. Authorized payroll instructions
Customer designates authorized users and signers. Submission, approval, reopening, voiding, correction, and off-cycle actions made by authorized users are treated as Customer instructions. Customer must review worker lists, pay periods, earnings, reimbursements, taxes, benefits, deductions, payment methods, bank account, debit dates, cash requirement, and deadlines before approval.
3. Funding and deadlines
Customer must maintain sufficient collected funds in the approved account and meet displayed approval and debit deadlines. Late approval, insufficient funds, bank returns, holidays, inaccurate data, provider review, or agency issues may delay payments or filings. Customer authorizes permitted debits, credits, reversals, retries, and corrections necessary to carry out approved payroll and resolve errors, subject to provider agreements and law.
4. Taxes and filings
Customer must provide accurate federal, state, and local registrations, rates, deposit schedules, prior payroll history, notices, and authorizations. Payroll infrastructure may calculate, collect, remit, and file based on this information, but Customer remains responsible for taxes, penalties, interest, agency correspondence, unsupported jurisdictions, and obligations arising before activation or outside the agreed service.
5. Workers, payments, and sensitive data
Customer must lawfully provide worker data and direct workers to the designated secure onboarding flow for bank, tax, and identity information. Customer must not place sensitive identifiers in free-text support channels. Manual payments remain Customer’s responsibility. Direct deposits, checks, reversals, and returned payments depend on banks, payment networks, payroll infrastructure, and accurate instructions.
6. Corrections and notices
Customer must report errors immediately and cooperate with correction, amended payroll, repayment, collection, and filing processes. Some actions become irreversible after provider or banking deadlines. ZentroPayroll may place a payroll on hold, require documents, or restrict money movement where information is incomplete, risk is elevated, authorization is disputed, or a provider requires review.
7. Payroll infrastructure
Third-party payroll infrastructure supplies underlying APIs, hosted components, compliance operations, and payment/tax capabilities where enabled. ZentroPayroll supplies the branded application, access controls, tenant workflow, and integrations. Customer authorizes necessary data exchange with those providers and accepts any provider-specific authorization presented during hosted onboarding. Live payroll is unavailable until required partnership and production approvals are complete.
8. Accounting sync
Payroll-to-books entries summarize approved payroll. Customer must approve account mappings and review each synchronization. Accounting sync does not replace payroll records, tax filings, bank reconciliation, or professional accounting judgment. Errors may be corrected by an auditable reversal or replacement journal; historical source records are not silently rewritten.