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Invoices are sent on 1st of each month in arrears for activity of the prior calendar month. Our fee for accessing payroll is charged per active employee per month. Note that the minimum number of active users charged will be 20.
An active employee is defined as any individual (set up as an employee or contractor or anything else in the business) included in one or more of the following activities within the billing period:
● a pay run that has been finalised, even if that pay run is subsequently unlocked;
● a timesheet that has been approved, even if that timesheet is subsequently unapproved or rejected;
● an expense request that has been approved, even if that expense request is subsequently unapproved or declined;
● a leave request that has been approved, even if that leave request is subsequently unapproved or declined;
● a shift that has been published, even if that shift is subsequently unpublished.
These activities will be captured within the billing period when the action is undertaken in that billing period. For eg, if a pay run is first finalised on the 10th of July, regardless of the pay period date range, or a timesheet dated in May is first approved on the 12th of July, they will be included in the invoice sent on the 1st of August that pertains to the 1 July to 31 July billing period.
An important note regarding active users: each active user count will be unique. Specifically, if an employee is included in both finalised pay runs and approved timesheets, that employee will only be counted a 1 active user in the invoice.
In addition to the fee per active employee, other billable items include SMS notifications and automated super payments, where super payments have been made more frequently than quarterly for any individual employee. Charges for SMS and Super payment facilities will be charged two months in arrears. For example, an SMS made on 15th March will be included in the invoice issued on 1st May (not 1st April)
The billing usage will commence from the time any employee becomes active. In many cases, this will commence as part of Pay Cat’s implementation when timesheets are captured or historic pay runs are created for testing purposes. Please note that you will receive an invoice prior to the “go live date” of the pay run. Charges for active employees during the implementation are in addition to, and not included in, any implementation fee quoted as part of this agreement.
We offer two billing methods, being credit card and direct debit. We do not charge a processing fee for credit card or direct debit payment methods. Your billing profile including a payment method will need to be created prior to commencing the implementation or using the product.
Where you request to pay by EFT / Direct Credit you must meet the following criteria:
● You will be charged an additional invoice processing fee of $40 per month
● Your total monthly spend with Pay Cat must be in excess of $2,000 (including GST)
● You must meet eligibility requirements set out in a debtor application process
All invoices, regardless of payment methods, are issued with payment terms of 7 days from date of access. Pay Cat reserves the right to temporarily suspend access to the software in the instance of non-payment or failed payment. You will be notified prior to this action taking place.
Date last updated: 28 April 2022