The Library

Bank Holiday: Juneteenth 2023

Banks will be closed Monday, June 19th in observance of Juneteenth.  Consequently, no direct deposits will settle or be initiated on this day.*

Southwestern Payroll will be open.

*No electronic banking (ACH, Direct Deposits, Wire Transfers etc. can be initiated or settled on a banking holiday).

In general, all ACH, Wire, and Direct Deposit requests must have at least 2 business days to be processed by Southwestern Payroll and your banking institution.  Days on which banks are closed are NOT considered business days.  Please contact your payroll specialist with any necessary changes as soon as possible.

As always, if you have any questions, please call
our Support Department at 918-388-3320, or email Support@swpay.com.

Bank Holiday: Memorial Day 2023

bank closings

Southwestern Payroll Service will be closed Monday, May 29th in observance of Memorial Day.

If you would normally pick up your payroll or have it delivered by courier on this day, please make arrangements to come in on Thursday May 25th or Friday May 26th, or contact us to have the delivery date changed.

Memorial Day is also a banking holiday and the banks will be closed. Consequently, no direct deposits will settle or be initiated on this day.

If your check date is Monday, May 29th, Tuesday, May 30th, or Wednesday, May 31st, you may need to contact us in order to coordinate your payroll processing for a timely direct deposit.

Questions about this communication can be directed to Support@swpay.com or by phone at 918.388.3320.

Client Responsibilities with Regard to 3rd Party ACH Processing

Dear Valued Client,

Southwestern Payroll Service, Inc. (SPSI) uses an electronic banking system, ACH, to collect funds from our clients and make payments to their employees. As such, we are governed by NACHA (National Automated Clearing House Association) guidelines which state that any Third-Party Service Provider (TPSP) processing ACH (Direct Deposit) services must send a reminder of responsibility to each business every six months.

This notice is to remind you of your responsibility to fund your bank account at least two business days prior to any check date for which Southwestern is to debit for employee direct deposit amounts.

For more information, please refer to the Southwestern Payroll Service, Inc. Services Agreement, section 3.3, and/or the Direct Deposit Service Agreement provided during the onboarding process.

3.3 Direct Deposit Service and Authorizations.

Client hereby contracts and authorizes SPSI, two banking days prior to the Client’s check date, to process EFT transactions for such amounts as are necessary to pay Client’s employees. Such amounts are to be held in an account established by SPSI until Client’s check date, when funds shall be deposited to employee accounts as specified. Additionally, client agrees that in order to guarantee employee deposits are received in employee accounts by payroll check date, payroll data must be received in time to process and transmit ACH transactions two banking days prior to payroll check date.
NOTE: Election of this service requires Direct Deposit Service Agreement (Addendum (A))

4. CLIENT’S RESPONSIBILITIES.

Client will: (a) complete and execute all required documentation so that SPSI may withdraw funds from Client’s Account to process direct deposit payrolls; (b) input or report all relevant payroll data to SPSI no later than 2:00 p.m. two banking days prior to each Paydate; (c) have available in Client’s Account good, collected funds in an amount sufficient for SPSI to cover the debits initiated by SPSI hereunder no later than the opening of business (i) two banking days prior to each Paydate for debits by electronic entry, and (ii) two banking days prior to each Paydate for funding by wire transfer; and (d) compare all reports on credits or debits initiated by SPSI to Client’s records and promptly notify SPSI of any discrepancies. Client and SPSI may agree to alter certain of these responsibilities depending on Client’s needs and circumstances.

Banking Holiday – Presidents’ Day 2023


Monday, February 20th, is Presidents’ Day. This is a banking holiday and the banks will be closed. Consequently, no direct deposits will settle or be initiated on this day. *

Southwestern Payroll Service will be open.

*No electronic banking (ACH, Direct Deposits, Wire Transfers, etc.)
can be initiated or settled on a banking holiday.

In general, all ACH, Wire, and Direct Deposit requests must have at least two (2) business days to be processed by Southwestern Payroll and your banking institution. Days on which banks are closed are NOT considered business days. If your check date is Monday, February 20th, Tuesday, February 21st, or Wednesday, February 22nd, you may need to contact us in order to coordinate your payroll processing for a timely direct deposit.

As always, if you have any questions, please call
our Support Department at 918-388-3320, or email Support@swpay.com Support@swpay.com.

Weather Closing – January 30, 2023

Southwestern Payroll will be closing at 1:30 PM today, January 30, due to worsening weather conditions.

Our office hours may be impacted tomorrow as well based on the severity of the storm. We will keep you informed of any changes to our schedule tomorrow.

If you have a payroll emergency, please call (918) 587-3321 or send a detailed email to our Support Team at Support@swpay.com and we’ll get back to you as soon as possible.

Banking Holiday – Martin Luther King, Jr. Day 2023

Monday, January 16th is Martin Luther King, Jr. Day. This is a banking holiday and the banks will be closed. Consequently, no direct deposits will settle or be initiated on this day.*

Southwestern Payroll will be open.

*No electronic banking (ACH, Direct Deposits, Wire Transfers, etc., can be initiated or settled on a banking holiday).

In general, all ACH, Wire, and Direct Deposit requests must have at least 2 business days to be processed by Southwestern Payroll and your banking institution. Days on which banks are closed are NOT considered business days. Please contact your payroll specialist with any necessary changes as soon as possible.

As always, if you have any questions, please call our Support Department at 918-388-3320, or email Support@swpay.com.

End of Year Tax Prep for 2022

END OF YEAR CHECKLIST

It’s time to start gathering all the details of the past year! Don’t forget to submit the following to us for processing by December 31st in order to be included on the employee’s W-2.

  • All year-end adjustments
  • Supplemental payrolls
  • Cost of healthcare amounts
  • W-2 Additions (i.e., personal use of company auto)

Any adjustment received after December 31, 2022, will not be addressed until after January 20, 2023. Those adjustments will then be processed on Form W‐2c and may accrue extra processing fees as well as penalties and interest on late tax deposits.

Continue reading End of Year Tax Prep for 2022

Holiday Closings: Christmas & New Year’s

We would like to remind you of the December 2022 and January 2023 holiday banking schedule.

Friday, December 23rd and Friday, December 30th, 2022:
Christmas Eve and New Year’s Eve

Banks are generally open and processing for settlement dates of December 23rd and 30th. Southwestern will process ACH files during business hours.

Southwestern Payroll is closing at 2pm on December 23rd and 3pm on December 30th.

Continue reading Holiday Closings: Christmas & New Year’s

Thanksgiving Closings

SOUTHWESTERN PAYROLL WILL BE CLOSED NOVEMBER 24th AND NOVEMBER 25th

Once again, the holiday season is upon us, and we would like to take a moment to remind our clients of the Thanksgiving holiday banking and payroll schedule.

Even though our offices will be closed Friday, we will have limited staff available if you need to pick up your payroll.

Thursday, November 24th
Thanksgiving:
– UPS and FedEx are closed
– Banks are closed
-There will be no banking activity
Southwestern Payroll is closed

*ACH, Wire Services, Direct Deposits, Deliveries, Check Dates and Processes may need to be changed.*

Continue reading Thanksgiving Closings

Banking Holiday: Veteran’s Day

Veteran’s Day will be observed on Friday, November 11th. This is a banking holiday and the banks will be closed. Consequently, no direct deposits will settle or be initiated on this day.

Southwestern Payroll will be open.

If your check date is Friday, November 11th or Monday, November 14th, you may need to contact us in order to coordinate your payroll processing for a timely direct deposit.

Questions about this communication can be directed to Support@swpay.com or by phone at 918-388-3320.