The Library

ACH Client Responsibility Reminder

Client Responsibilities with Regard to 3rd Party ACH Processing

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.

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.

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])


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


Contact our support team or your payroll specialist at 918.597.3321.

Oklahoma Issues New OK-W-4

Recently released by the Oklahoma Tax Commission:

“The Oklahoma Tax Commission has introduced an Oklahoma-specific withholding certificate in response to changes in federal tax law. Historically, the OTC used the IRS form W-4; however, with the implementation of the Federal Tax Cuts and Jobs Act Continue reading Oklahoma Issues New OK-W-4

Spring Forward 2018

A Friendly Reminder

This Saturday night, set your clocks forward one hour before you go to bed. Daylight Savings Time begins at 2 a.m. on March 11, 2018.

Why This Is Important for Your Business

Synchronizing watches is no joke in business. It’s vital that everyone is on the same time whether you are a Web Input client or you use a physical time clock.

Be certain to inform your employees of the time change and that your IT department sets your computer’s default time to change automatically on the scheduled date and time.

Note for Physical Time Clock Users

Timeforce is set up with special features to synchronize the time clock with your computer by downloading the date & time from your computer on a daily basis.

Make sure your computer’s default time moves forward by one hour on this date. If your computer fails to adjust with the start of Daylight Savings Time, your time clock will synchronize with your computer and be one hour behind.

NOTE: If for any reason your time clock or computer does not update automatically as it should, do not make any adjustments to employees’ time cards.

Instead, contact our Support Department immediately at 918-388-3320 or email for assistance, and we will respond as quickly as possible in the order the calls are received.

Congratulations, Nancy!

Excellence & Dedication

This week our office celebrated the many years of service that Nancy Crockett has dedicated to Southwestern Payroll. A long-time volunteer at animal sanctuaries, Nancy loves exotic animals. So we honored her with a safari-themed retirement luncheon!

We all donned our animal-ear headbands and celebrated the Southwestern Payroll values she always exemplified.

She was presented with a plaque and a gift card for her wonderful service. Everyone enjoyed a great meal and some really tasty cake!

Thank you, Nancy, for so many years of excellence and dedication to our clients. We wish you all the best in the future.

Ready for a payroll company that celebrates excellence?

Find out more about our services or contact us today!