What's covered in this guide?
What is a payroll shut off?
A payroll shut off is a date set on your account, after which Workforce will no longer process pay runs for your payroll. It is used when a serious account-level issue — usually around payments or tax filings — has not been resolved through normal communication.
A shut off is never a surprise. Before a shut off date is set, a Workforce representative will have already contacted you about the underlying issue, usually multiple times. The shut off is the last step before posting new pay runs is blocked.
Common reasons
Existing NSF (insufficient funds) on collected payroll funds
When you post a pay run, Workforce debits your bank account for employee net pay and tax funds. If a debit is returned for insufficient funds, the funds Workforce uses to pay your employees and tax agencies are short. Until the NSF is repaid, we cannot continue to take on additional risk by running more payrolls. See the NSF Returns help guide for more information.
Missing access to state tax portals
Workforce files state withholding, unemployment, and other state taxes on your behalf — but only if we have third-party administrator access to each state agency's portal. If access has not been granted (or has been revoked) for a state where you have employees, we cannot file the returns we are responsible for. Continuing to run payroll in that state without filing access would create unfiled returns and penalties for you.
In every case, the specific reason is communicated to you directly by a Workforce representative before the shut off date is set.
If you see a shut off message in the product
When a shut off date is set on your account, Workforce shows a notice in the top navigation that reads:
"Payroll will be shut off on [date]."
If you see this message, the issue is serious and time-sensitive. Treat it as priority work for the day, not a notification you'll get to next week.
Important: If you see the shut off message but you have not received any direct communication from a Workforce representative about it, contact support@workforce.com immediately. Email may have been routed to the wrong contact at your company, or the original conversation may have stalled.
How to resolve a shut off
The path to resolution depends on the underlying issue:
NSF — Repay the outstanding amount using the method specified by your Workforce representative (typically a wire transfer). Once funds are received, the shut off date can be removed.
State portal access — Grant third-party administrator access for the state(s) listed in the shut off communication. Your Workforce representative can provide step-by-step instructions for the specific state agencies involved.
In every case, work directly with the Workforce representative who originally contacted you. They have full context on what is needed and can confirm when the shut off date will be lifted.
What happens if the date passes
If the shut off date passes without the underlying issue being resolved, posting new pay runs is blocked. You can still view historical data — past pay runs, pay stubs, and reports remain accessible — but you cannot post a new pay run for that payroll.
If your shut off date has passed and you need to pay your team, contact your Workforce representative or support@workforce.com right away. Resolving the issue before the shut off date is always less disruptive than resolving it after.
Frequently Asked Questions
Will I lose my data if my account is shut off?
No. All historical pay runs, pay stubs, tax filings, and employee data remain accessible.
Can the shut off be lifted once the issue is resolved?
Yes. Once the underlying issue is fully resolved (for example, the NSF is repaid or the missing state portal access is granted), your Workforce representative can remove the shut off date and posting is re-enabled.
Who do I contact?
First, the Workforce representative who originally contacted you about the issue. If you cannot reach them, or you have no record of any prior communication, email support@workforce.com.