Revised: 10/2021

Timing of Invoice

  • Invoices are generated with each payroll processing. All items described below are billed per payroll processing, monthly, or annually. Each of those frequencies will bill according to the definitions and terms listed below and be placed on an invoice with the next payroll. Monthly items will be billed on the first payroll occurring on or after the 5th of the following month. In some situations annual items may be aligned with an anniversary date or other date, otherwise annual items will be billed on the first pay date in January. For annual items where the pay date falls within the first 5 days of the month, the item will be billed on the next payroll processing invoice. Instances where one time fees are applied may be billed outside of a normal payroll processing invoice. Those situations will either be outlined below or reviewed with you by a CBIZ associate.
  • Once a module has been configured and activated, that module will be billed on the next appropriate invoice. Activation of a module includes configuration and testing, but does not require usage.
  • Setup fees will be billed on the first invoice generated for new accounts. All subsequent setup fees for new items will be on the first invoice generated after the item is ordered.
  • All hardware purchases are subject to sales or use tax and are billed upon the order being initiated. Hardware orders will be reviewed by both client and CBIZ prior to final order being submitted, upon which time an invoice shall be generated.
  • Hardware rentals will be billed at shipment and will end when hardware and all peripherals have been returned and received by CBIZ.
  • All invoices are drafted via ACH debit on the day prior to the pay date or date of invoice for non-pay date invoices.

Definition of Terms

  • “In Payroll” is a term used often in billing and is a field in the system that determines the status of an employee. This is a required field available to all admin users within the system.
  • “Employees” as used below includes all accounts, whether W2, 1099 or other individuals set up in the system.
  • Payroll Module: This module is billed per employee per processing and counts the number of finalized pay statements. One state is included for tax filing and payment purposes. Any additional state active for tax filing will incur an additional monthly fee. Garnishments and Child Support payments are billed per vendor payment made, either via ACH or a check, at a frequency of each pay period. If a package is shipped, a delivery fee will be billed, otherwise, there is no charge for receiving electronic packages. The “applied for” tax fee is charged monthly for any taxing agency that CBIZ has not received a valid account number (EIN) for by the last day of the previous month.
  • Talent Acquisition Module: The Talent Acquisition Module is based on the number of active employees during the previous month. An active employee is defined as an employee that has either logged into the system at least once or has a status equal to “In Payroll”. Recruiting is billed for each open job in the previous month. If a job is open at any point during the month, this will be included in the invoice. The premium job board service is billed for any posting of a job or renewal posting in the previous month. This feature is optional per job, and only billed for those jobs that are posted using this feature.
  • HR Module: The HR module is based on the number of active employees during the previous month. An active employee is defined as an employee that has either logged in to the system at least once or has a status equal to “In Payroll”. The compensation, performance management, and succession planning modules, if purchased, are each billed as described herein.
  • Time and Attendance Module: Time and Attendance is based on the number of active employees during the previous month. An active employee for time and attendance shall be an employee that a) has logged into the system at least once; or b) has time in a time card record; or c) has had activity or a change to an accrual balance; or d) is included in Payroll Prep. All hardware will be billed upon the shipment of each unit.
  • Leave of Absence Module: Leave management is billed based on the number of employees that have a leave of absence profile assigned at any point during the previous month.
  • Advanced Scheduler Module: The advanced scheduler module is billed based on the number of employees with a scheduled shift assignment (aka Planner) at any point during the previous month.
  • Carrier Files and Retirement Integration 360 files: Carrier files are billed based on the number of active employees during the previous month. An active employee is defined as an employee that has either logged into the system at least once or has a status equal to “In Payroll”. In addition, new plans within the same carrier may result in additional carrier setup fees if the carrier requires additional mapping and structural changes to the existing file. This will be determined by the carrier and CBIZ will communicate any fees that may exist. A change in carriers will result in a new carrier file setup fee.
  • ACA: The ACA module is based on all non-terminated employees.

*Note: Many items may be included in a package. The above items pertain to non-packaged purchases. For packaged items such as Payroll, HR or Time and Attendance, the above terms of counting for those 3 would apply to the entire package.
**Note: In some cases there are monthly minimum amounts that are required including processing of additional or supplemental check dates.
***Note: Multi FEIN accounts W2/1099 base fee and the Everify setup fee apply to each EIN.

LICENSE TERMS

Employer agrees to comply, in all material respects, with the following terms and conditions for use of the Software:

  • to operate and process the Software and use the Service for its own internal business purposes only, without the right to further sublicense;
  • not to decompile, disassemble or reverse engineer the Software;
  • that the license to use the Software and the Service is limited based upon authorized Usage;
  • not permit use of the Software or the Service (including timesharing or networking use) by any third party (other than Employer itself);
  • not remove the Equipment from the place of original installation without CBIZ’s prior written consent nor sell or encumber the Equipment;
  • to grant permission to combine Employer’s business data with that of other customers in a manner that does not identify the Employer or any individual in order to evaluate and improve the services offered to customers;
  • that the sublicense agreement inures to the benefit of the licensors of software and other applications, and that such licensors may directly enforce the terms of the sublicense agreement in order to protect their interests in the Software and the Service.
  • to take all reasonable steps to ensure that no unauthorized persons have access to the Service, and to ensure that no persons authorized to have such access shall take any action that would be in violation of this Agreement;
  • to ensure that the Employer has the right to publish and disclose the data and other content Employer includes in the Service, and that the Content will not (i) infringe or violate any third-party right, including (but not limited to) intellectual property, privacy, or publicity rights; (ii) be abusive, profane, or offensive to a reasonable person; or (iii) be hateful or threatening;
  • that Employer shall not (i) use, or allow the use of, the Service or the Content in contravention of any federal, state, local, foreign or other applicable law, or rules or regulations of regulatory or administrative organizations; (ii) introduce into the Service any virus or other code or routine intended to disrupt or damage the Service, or alter, damage, delete, retrieve, or record information about the Service or its users; (iii) excessively overload the systems used to provide the Service; (iv) perform any security integrity review, penetration test, load test, denial of service simulation or vulnerability scan (including without limitation the use any tool designed to automatically emulate the actions of a human user in connection with such testing); or (v) otherwise act in a fraudulent, malicious or negligent manner when using the Service;
  • to comply with the minimum security requirements for using the Service as reasonably determined by CBIZ;
  • that when using and applying the information generated by the Services, Employer is responsible for ensuring that Employer complies with the applicable requirements of federal and state law;
  • that if Employer is using any payroll service hereunder: (i) Employer is solely responsible for the content and accuracy of all reports and documents prepared in whole or in part by using such Service, (ii) using such Service does not release Employer of any professional obligation concerning the preparation and review of such reports and documents, (iii) Employer does not rely upon the Service provider or its third party licensor(s) for any advice or guidance regarding compliance with federal and state laws or the appropriate tax treatment of items reflected on such reports or documents, and (iv) Employer will review any calculations made by using such Service to satisfy itself that those calculations are correct.
  • that Employer will acknowledge and agree that no person nor entity not a party to this Agreement will be a third party beneficiary of any provision of this Agreement and, by way of further clarification, none of its employees or other personnel is an intended beneficiary with respect to the payroll or other services provided in connection with the Service or Software; and
  • that use of the Service includes the ability to enter into agreements and/or to make transactions electronically. Employer acknowledges that when it indicates acceptance of an agreement and/or transaction electronically, that acceptance will constitute its legal agreement and intent to be bound by and to pay for such agreements and transactions. This acknowledgement that Employer intends to be bound by such electronic acceptance applies to all agreements and transactions Employer enters into through the service, such as orders, contracts, statements of work, and notices of cancellation.
  • Employer hereby acknowledges that the software may not be or become available due to any number of factors including without limitation: periodic system maintenance both scheduled and unscheduled, acts of God, technical failure of the software, telecommunications infrastructure, or delay or disruption attributable to viruses, denial of service attacks, increased or fluctuating demand, and actions and omissions of third parties.

Discover More

Streamline HR workflows, reduce errors, and boost productivity with platform integration. Start your journey today!

Describe your relationship with us(Required)
What service are you inquiring about?(Required)
Sign up for additional emails
By requesting additional information, you will be added to our email list. You can unsubscribe from CBIZ emails at any time. For more details, please read our Privacy Policy.