Payroll Calculation Addendum

1. Scope of the service

PayCanvas may help Customer connect approved source systems, collect source evidence, map people and operational concepts, document payroll policies, calculate payroll-ready amounts, identify unresolved cases, explain results, and create review or export artifacts. Available functions depend on Customer’s plan, enabled features, source providers, and reviewed configuration.

2. Customer remains the employer and decision-maker

Customer—not PayCanvas—employs or engages workers and controls compensation. Customer is solely responsible for classifications, rates, overtime, minimum wage, tips, deductions, garnishments, reimbursements, benefits, tax treatment, payroll schedules, notices, approvals, records, filings, payments, and compliance with applicable law and agreements. PayCanvas and its support personnel do not become Customer’s payroll administrator, fiduciary, agent for legal compliance, employer, or co-employer.

3. Source data and provider access

Calculations depend on source data and Customer instructions. Customer authorizes PayCanvas to use approved credentials or tokens to access the selected providers within the configured scope. Customer must ensure the connection and data are authorized, current, complete, accurate, and timely; monitor provider changes; and promptly report missing, duplicated, delayed, or incorrect information. PayCanvas is not responsible for provider outages, provider data errors, or Customer’s failure to maintain access.

4. Payroll policy configuration

The onboarding agent and support team may help translate Customer’s stated rules into a proposed policy. Proposals, inferred patterns, historical outputs, and legacy behavior are evidence only. They are not active policy unless an authorized Customer administrator reviews and expressly approves the exact version and effective date. Customer must resolve open questions and legal or business ambiguity. Support assistance never substitutes for Customer approval.

Customer represents that each approved policy is lawful and accurately expresses its compensation decisions. PayCanvas does not decide whether a compensation policy is legal, fair, collectively bargained, or appropriate for Customer’s workers.

5. Mapping and identity review

Customer must review mappings among provider records, workers, roles, locations, services, pay categories, and rules. PayCanvas may automate a mapping only where configured evidence is deterministic. Ambiguous, conflicting, or incomplete cases may remain unresolved and hold affected amounts. Customer must not direct PayCanvas to guess identities, roles, rates, or recipients.

6. Calculations, holds, and review

PayCanvas calculations are produced from the source evidence, mappings, policy version, software version, and Customer decisions associated with the run. A provisional or “Complete — Needs Review” result may exclude or hold money affected by unresolved facts. A “Complete” or final result means configured calculation checks completed and no pay-affecting review item remained; it does not mean Customer approved the payroll or that the result complies with law.

Before any export, submission, filing, or payment outside PayCanvas, an authorized Customer user must review source completeness, the policy and effective date, employee identity, rates, hours, tips and other earnings, deductions, held or excluded amounts, manual adjustments, totals, reconciliation, and unresolved items. Customer bears responsibility for using an unreviewed, stale, incomplete, or incorrect result.

7. Corrections and deadlines

Customer must promptly report a suspected error, preserve relevant evidence, avoid duplicate processing, and take reasonable steps to mitigate harm. PayCanvas may assist with a correction or successor calculation but does not guarantee that a provider, bank, tax agency, or payroll processor will accept or complete a correction by Customer’s deadline. Customer remains responsible for notices, amended filings, wage payments, tax remittance, penalties, and other remediation unless a signed agreement expressly allocates a specific duty to PayCanvas.

8. Excluded services

Unless a later signed addendum expressly enables them, PayCanvas does not hold or transmit payroll funds; originate ACH entries; issue checks; make direct deposits; file or sign tax forms; remit taxes; determine tax jurisdiction; provide employee benefits; verify work authorization; make employment decisions; or submit payroll to a third-party provider. Customer must maintain its own payroll provider, bank, tax, legal, and accounting relationships as needed.

9. Support

“Get support” allows Customer to request human assistance with the product and configuration. Support may explain system behavior, gather facts, and help document choices, but it does not provide legal, tax, accounting, HR, or employment advice and cannot approve Customer’s payroll policy or payroll run.