Setting up new payroll clients: please allow up to 5 business days before sending transactions

Due to higher than normal contract volume, please allow up to five (5) business days before sending files. To be fair to all of our customers, new clients are set up on a first come, first served basis.

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Please be assured this is temporary and we are doing everything we can to set up clients within the normal 3 day timeframe. Our staff has been working long days and weekends, as well as cross-training other departments to help with client set ups. We appreciate your patience and understanding.

As a reminder, ALL fields are required on the Customer Information Form. Please send in complete, legible paperwork to ensure timely client set up. To view if a client has been set up, log in to the Kotapay website and go to Reports > Other > Active Company Report

Acceptable Forms of EIN Verification include:
  • Form SS-4 Letter
  • Tax Forms/Returns with TWO signatures (signed by both an officer of the company and tax preparer or Processor)
  • EFTPS enrollment letter or Enrollment Inquiry Report
  • For more information, click here


Update to Returns Process

Effective February 1, 2020, Kotapay requires communication from you prior to 2:00pm CT to resolve any returns you have. After 2:00pm CT, Kotapay will automatically debit you, the Processor.

Please contact the Returns Department if you have any questions.

Connie Mosier is Retiring as Director of Kotapay

Please join us in congratulating Connie Mosier on her upcoming retirement! Connie has been with us for nearly 20 years, most recently as Director of Kotapay. Connie has been instrumental in shaping the course of Kotapay through many internal changes as well as changes within the industry. Her knowledge of managing risk, working within the guidelines set by NACHA and banking regulations has positioned Kotapay as a leader within the ACH industry. Her dedication, knowledge and leadership will be missed.

Connie will be working part-time through June to help with the transition.

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Kotapay Announces Jim Haug as Director of Kotapay

After 17 years with Kotapay, Jim Haug has been promoted to Director of Kotapay! As the National Sales Manager, Jim has built solid relationships with industry leaders, as well as you, our customers. As the landscape of electronic transactions continues to evolve, Jim is acutely in tune with your needs and growing your business. He is committed to providing the high standard of security and service you've come to expect from Kotapay.

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Upcoming Holiday Hours and Non-Processing Days


Monday, January 20th

Martin Luther King Jr. Day


Monday, February 17th

President´s Day

Kotapay will be open, however the Federal Reserve Banks will be closed so ACH transactions cannot be dated for January 20th or February 17th. To avoid additional charges, please allow an extra day for processing.

Reminder: Reversals are only accepted within 5 days

Kotapay accepts requests for reversals within the five (5) banking day reversal time period allowed for by the ACH Rules. After the five (5) day time period, resolution will need to occur outside of Kotapay and the ACH network.

Check out what some of our customers have to say about Kotapay!

  Kotapay Testimonial Video