What You Need to Know Before Canceling BambooHR Payroll

This guide, last updated in April 2025, provides essential information for terminating the BambooHR Payroll add-on service. It outlines important considerations, including the need to keep the BambooHR account active for HRIS software billing and the timing of cancellation related to the final pay date. Users must confirm key details when requesting cancellation. Access to payroll data through TRAXPayroll is available until May 31 of the year following cancellation, and important reports should be downloaded prior to this date. The guide also covers account reconciliation, filing options, and procedures for corrections and amendments. Users are reminded to maintain compliance and can inquire about returning to BambooHR Payroll after cancellation. For further assistance, detailed steps and resources are provided throughout the guide.

  • Apr 27, 2026
  • Knowledge

Title
What You Need to Know Before Canceling BambooHR Payroll
Article Text
Part of Payroll that is an add-on feature.

This guide was last updated in April of 2025.

Is there anything important to know before terminating my BambooHR Payroll add-on service? 

Purpose: We understand all good things must come to an end, but we want to ensure we end on good terms. This guide will help you prepare for your departure by providing the quick information and resources necessary before parting ways as your payroll service provider.

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Table of Contents:

To cancel your BambooHR Payroll add-on, please follow the steps outlined in this help guide to cancel payroll. 

Important Considerations

As you begin the process of canceling your BambooHR Payroll add-on, consider the following important points:

  1. Separate billing for HRIS software: If you do not cancel your BambooHR account, you will continue to receive monthly invoices for your HRIS software. These fees are separate from the BambooHR Payroll add-on.
  2. Cancellation timing: Your BambooHR Payroll add-on will be canceled after your chosen final pay date. The cancellation date will be your last payroll date. If you have an extended-term contract, you can request to cancel at any time, but the cancellation will not be effective until your contract renewal date.
  3. Bank account requirements: Ensure that the bank account on file is active and free of debit blocks to allow for fund transfers. 

Cancellation Confirmation

When you request cancellation in Payroll Settings, you will need to confirm the following details:

Access to Account Information

BambooHR Payroll acquired TRAXPayroll to help deliver a complete payroll experience. While BambooHR is the primary payroll record keeper and the place where you process payroll, you may find you need to log into TRAXPayroll to access historical data about payroll before leaving.  

You will have access to your payroll reports and data in TRAXPayroll until May 31st of the year following your cancellation.

It is your responsibility to download and save the following reports from TRAXPayroll > Reports:

  • Payroll Register with hours (PDF)
  • By Employee Detail (Excel)
  • Quarterly Tax Filings
  • W-2s for all years

If you cancel your entire BambooHR account, you will lose access to all BambooHR data. All data will be permanently deleted 30 days after cancellation. In the context of BambooHR and TRAXPayroll, certain payroll-related reports are available only within BambooHR and not in TRAXPayroll. Please make sure to download any necessary data from the following reports within the 30 days: 

  • Custom Payroll Reports: BambooHR allows users to create custom payroll reports tailored to specific needs.
  • Time & Attendance and Timesheets: While TRAXPayroll handles payroll processing, BambooHR provides more comprehensive time & attendance and timesheet management features. We recommend using the following reports to export your data: Timesheet Entries, Payroll Hours, Approved Hours, Project Hours, or Employee Project Hours.
  • Journal Entry Reports: BambooHR offers specific Journal Entry reporting capabilities that integrate with specific accounting vendors.

Extended access

Payroll admins can request to access payroll data after your payroll services with BambooHR have ended. Additional access is $200 for 30 days. If you need to change account ownership or access historical data, please contact Payroll Support at (866) 872-9123 or payrollhelp@bamboohr.com to start your request. For more information about extended access to payroll data, click here! 

Forgot your TRAXPayroll Username or Password? 

Before attempting to log in, ensure that you are in a custom payroll access level, Payroll Admin, Full Admin, or Account Owner who is assigned to an EIN.

If you forget your TRAXPayroll username and/or password, navigate to secure.traxpayroll.com. From here, click the Action dropdown menu and select Forgot Username. Select the Employer Login Type, enter your email, and then your payroll ID within the Company Code field. Your payroll ID can be found in Settings > Payroll > Company Information or on the Payroll tab in BambooHR. 

Once your username is recovered, navigate back to the login menu, click the Action dropdown, and select Forgot Password. Under the Employer ID Login Type, we encourage you to reset your password using the Company Code (payroll ID) and Username option instead of the Email option. If your email is linked to more than one payroll ID, our system will not be able to recognize which account you need to reset your password for, and you risk not receiving the password reset email. 

If your payroll services haven't ended yet, you can still SSO to TRAXPayroll via BambooHR by navigating to the Payroll tab and clicking the Open TRAXPayroll button in the top right corner of the page. Keep in mind, you must be in a payroll user access level (custom payroll user, Payroll Admin, Full Admin, or Account Owner) and have an EIN assigned. 

Account Reconciliation

BambooHR will collect fees via an ACH sweep from the bank account on file. These fees may include year-end filing charges, W-2/1099 fees, outstanding fees, and taxes owed. Please note that if our bank partner, NPC, sweeps your account and determines non-sufficient funds (NSF), you will be responsible for all bank fees.

If any funds need to be returned, they will be transferred to your bank account on file.

Keep your bank account open until all transactions are completed.

Filing Options

Please keep in mind the parameters around the following three filing options:

  1. Year-End Options (e.g., business closing, move to PEO, EIN merger)
    1. BambooHR Payroll completes year-end filings and W-2s:
      1. $125 per month + $7 per state fee for the remainder of the year
      2. $5 per W-2
      3. $25 base fee + $12 per 1099NEC
      4. All fees will be collected upon account cancellation.
    2. You complete all remaining tax filings, including W-2s and 1099s:
      1. Outstanding taxes will be returned to your bank account for you to file and pay.
  2. Quarter-End (based on final payroll date)
    1. BambooHR Payroll will complete all tax filings and payments for the quarter. No annual filings or W-2/1099s will be generated.
  3. Mid-quarter (based on final payroll date)
    1. BambooHR Payroll will return all taxes collected for the quarter. No quarter, annual, or W-2/1099 filings will be generated.

FUTA considerations

If you are in a FUTA credit reduction state and we are completing year-end tax filings, BambooHR Payroll will sweep additional taxes from your account on file after November 10th.

Corrections, Amendments, and Tax Notices

Please complete the following correction submission form if you need corrections or amendments. Note that we can only complete corrections/amendments for periods when we were your payroll service provider. 

Please complete the tax submission form if you want us to resolve a tax notice. Please note that we can only resolve notices for periods when we were your payroll service provider. We will collect the fees and taxes due before fulfilling the request. For your reference, the additional service fees are found here. 

Reminders

While we do our best to get you taken care of as we part ways, there are a few things you will need to keep in mind and do on your end to stay compliant: 

  1. We do not mark tax returns as final; you are responsible for closing tax accounts with the appropriate agencies.
  2. Keep your company tax accounts open and maintain third-party access until all payments and filings are complete.
  3. Download all of your important payroll data from BambooHR and TRAXPayroll.

What if I choose to come back to BambooHR Payroll?

We understand if the bamboo wasn't greener on the other side or if a shift in your business has allowed you to add our payroll product back. Either way, we welcome you back with open arms, but there are a few things to consider.

Once you complete the cancellation process, you'll need to work with our expansion and implementation teams before you can use our Payroll add-on again. Our teams will need to verify, reconcile, and import any payrolls that were run between your cancellation date and the requested date to come back. This is to ensure compliance with all federal and state tax filings. Navigate to Settings > Account > Manage Subscription > Payroll to get in touch with our Expansion team.

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