Understanding Additional Charges on Keka HR Invoices

When managing payroll and tax filings for your employees, it’s essential to follow the necessary processes and deadlines to avoid incurring additional fees. While Keka HR strives to streamline your payroll experience, certain events and requests that fall outside the standard processes may result in supplemental charges. These fees are incurred either due to missed actions, such as failing to meet deadlines, or additional services requested. Below is a breakdown of potential additional charges that may appear on your invoice:

Failed Employee Account Validation	Fee: $8 per employee Reason: This fee is charged when an employee provides incorrect bank routing or account information during payroll onboarding. To prevent delays in verification and avoid incurring extra costs, we recommend connecting bank accounts through Plaid, which facilitates a smoother and quicker validation process.
Funding Payroll by Wire	Fee: $10 per wire Reason: If payroll approval deadlines are missed, you may need to fund your payroll via wire transfer to ensure employees are paid on time. Wire transfers are processed manually and incur this additional charge.
Attempted Reversal of Payment to Employee	Fee: $50 per employee Reason: When you request to reverse an ACH payment (typically due to a duplicate or incorrect payment), Keka has to process the reversal manually, which incurs a fee.
Untimely Tax Filing	Fee: $150 per filing Reason: In cases where tax filings are delayed due to your action, additional steps must be taken to reopen and rectify previously closed tax filings, which leads to this charge. Ensure that all tax-related filings are submitted by the deadlines to avoid penalties or the need for reopened filings.
Return Fees for Unsuccessful Fund Transfers	Fee: $100 per return Reason: If an ACH debit return occurs due to insufficient funds, Keka must undertake additional measures to recover the funds, which incurs this fee. This charge reflects the risks and manual efforts involved in the recovery process. To prevent this fee, we recommend ensuring that there are sufficient funds available in your account, as the payroll amount will be withdrawn from the employer's bank account between 12:00 PM ET and 11:30 AM ET on the day the payroll is approved.
Tax Return for Employers No Longer Using Keka	Fee: $150 per filing Reason: Occasionally, employers who have left the Keka service may request that Keka handle their tax filings. This fee covers the additional work required to fulfill these requests.
Amended Tax Return	Fee: $150 per filing Reason: Amending tax returns is time-consuming and costly. Repeat amendments are charged to cover the extra workload.
Printing and Mailing of W-2 and 1099 Forms	Fee: $2 per form Reason: For employees or contractors who do not opt for paperless delivery, Keka uses a vendor to print and mail W-2 and 1099 forms. This service incurs a per-form fee to cover the vendor's charges. Encourage employees and contractors to opt for electronic delivery of their W-2 and 1099 forms to reduce printing and mailing fees.