Terms of Service

Last updated: April 12, 2026

1. Agreement

These Terms of Service ("Terms") constitute a legally binding agreement between FieldPay ("FieldPay," "we," "us") and the business entity or individual ("Client") accessing or using FieldPay's payroll processing platform. By accessing or using our services, you agree to be bound by these Terms.

If you are using FieldPay on behalf of a business, you represent that you have authority to bind that business to these Terms.

2. Services

FieldPay provides the following payroll processing services:

Calculation of gross wages including regular pay, California overtime and double-time, piece-rate pay, and sick leave in accordance with California labor law
Federal and California income tax withholding calculations based on W-4 and DE-4 elections provided by the Client
Calculation of employee payroll tax deductions (Social Security, Medicare, CA SDI)
Calculation of employer payroll tax obligations (Social Security, Medicare, FUTA, SUI, ETT, Workers' Compensation)
Generation of pay stubs and paycheck records in PDF format
Timecard collection and management through the FieldPay Time and FieldPay Office applications (where applicable)
Payroll history, employer tax liability summaries, and reporting

FieldPay does not provide legal, accounting, tax advisory, or human resources consulting services. Clients are responsible for consulting qualified professionals regarding their specific tax, legal, and employment obligations.

3. Client Responsibilities

The Client is solely responsible for:

Providing accurate and complete employee information including full legal names, addresses, Social Security Numbers, hire dates, and pay rates
Collecting properly completed W-4 and California DE-4 withholding election forms from employees and accurately entering that information into the system
Providing accurate workers' compensation classification codes and insurance rates as assigned by their insurer
Providing accurate California SUI rates as assigned by the California Employment Development Department (EDD) on the annual DE 2088 notice
Submitting accurate timecard data in a timely manner
Reviewing all payroll calculations before approving any payroll run
Verifying that processed paychecks match expectations before distribution to employees
Making all required federal (EFTPS) and California (EDD e-Services) tax deposits on time and in the correct amounts
Filing all required tax returns (Form 941, DE 9, DE 9C, W-2, etc.) accurately and on time
Complying with all applicable federal, California, and local employment laws

FieldPay's calculations are only as accurate as the data provided by the Client. FieldPay is not responsible for errors resulting from inaccurate, incomplete, or untimely information provided by the Client or by employees.

4. Payroll Approval and Finality

All payroll runs require explicit approval by an authorized Client representative through the FieldPay Office portal before paychecks are generated. By approving a payroll run, the Client:

Confirms that all timecard data submitted is accurate and complete
Authorizes FieldPay to generate pay stubs and paycheck records based on that data
Acknowledges that the payroll run is final and cannot be reversed through the FieldPay system

If a payroll error is discovered after approval, any correction must be handled as a separate payroll adjustment. FieldPay may assist with corrections but is not obligated to reprocess approved payroll at no charge.

5. Tax Calculations and Filing Disclaimer

FieldPay calculates payroll tax withholdings and employer tax obligations based on current published IRS and California EDD rates, tables, and the withholding elections provided by employees. These calculations are provided as a processing service only.

The Client remains solely responsible for:

Verifying the accuracy of all tax calculations with a qualified tax professional
Making all required tax deposits on time using the appropriate electronic payment systems
Filing all required federal and state tax returns accurately and on time
Any penalties, interest, or assessments resulting from underpayment, late payment, or incorrect filing

Tax liability summaries and deposit tracking features provided by FieldPay are convenience tools only and should be verified by a qualified CPA or tax professional before any filings or deposits are made.

6. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, FIELDPAY'S TOTAL LIABILITY TO THE CLIENT FOR ANY CLAIM ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE TOTAL FEES PAID BY THE CLIENT TO FIELDPAY IN THE THREE (3) MONTHS PRECEDING THE CLAIM.

FIELDPAY SHALL NOT BE LIABLE FOR: (A) ERRORS RESULTING FROM INACCURATE, INCOMPLETE, OR UNTIMELY DATA PROVIDED BY THE CLIENT OR EMPLOYEES; (B) PENALTIES, INTEREST, OR FINES ASSESSED BY THE IRS, CALIFORNIA EDD, OR ANY OTHER TAX OR GOVERNMENT AUTHORITY; (C) LATE PAYMENT PENALTIES RESULTING FROM THE CLIENT'S FAILURE TO MAKE TIMELY TAX DEPOSITS; (D) ERRORS IN W-4 OR DE-4 ELECTIONS COMPLETED BY EMPLOYEES; (E) INCORRECT WORKERS' COMPENSATION RATES OR CLASSIFICATIONS PROVIDED BY THE CLIENT; (F) ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES; OR (G) LOSS OF PROFITS, REVENUE, OR BUSINESS OPPORTUNITY.

7. Confidentiality

Both parties agree to maintain the confidentiality of non-public information shared in connection with the services. FieldPay will not disclose employee personal information or confidential business information to third parties except as described in our Privacy Policy, as required by law, or as necessary to provide the services.

8. Service Availability

FieldPay provides its services on a reasonable-efforts basis. We do not guarantee uninterrupted or error-free operation of the platform. FieldPay is not liable for any losses resulting from service outages, delays, or technical failures beyond our reasonable control.

9. Payment Terms

Service fees are specified in the individual service agreement between FieldPay and the Client. Fees are due as specified in that agreement. FieldPay reserves the right to suspend services for accounts with past-due balances.

10. Termination

Either party may terminate services with thirty (30) days written notice. Upon termination:

Client retains access to payroll records and pay stub history for ninety (90) days following termination
Client is responsible for exporting or saving any records needed for their own legal retention requirements before access expires
FieldPay will retain payroll records for the minimum period required by federal and California law
Outstanding fees remain due and payable upon termination

FieldPay may terminate services immediately for cause, including but not limited to: use of the platform for unlawful purposes, provision of fraudulent information, or failure to pay fees.

11. Indemnification

Client agrees to indemnify and hold harmless FieldPay and its officers, employees, and agents from and against any claims, damages, losses, penalties, or expenses (including reasonable attorney's fees) arising out of: (a) Client's breach of these Terms; (b) inaccurate or incomplete data provided by Client; (c) Client's failure to make required tax deposits or file required returns; or (d) Client's violation of applicable law.

12. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of California, without regard to conflict of law principles. Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the state or federal courts located in California.

13. Modifications

FieldPay reserves the right to modify these Terms at any time. Clients will be notified of material changes by email or through the platform with at least thirty (30) days notice. Continued use of the services after the effective date of changes constitutes acceptance of the updated Terms. If you do not agree to the modified Terms, you may terminate your services as provided in Section 10.

14. Entire Agreement

These Terms, together with any individual service agreement and our Privacy Policy, constitute the entire agreement between the parties regarding the subject matter and supersede all prior or contemporaneous agreements, representations, or understandings, whether written or oral.

15. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.