You can cancel a Patriot Software product, subscription, or account at any time. Patriot bills in arrears, which means you use the software first and pay for the service afterward.
If you cancel a product in the middle of a month, Patriot only charges you for the days the software product was active.
HR Experts and training (available as an add-on with the HR software through Mineral) will not be prorated.
How to Cancel a Product or Subscription
To cancel an active product or subscription:
Go to Settings > Manage Subscription > Add or Cancel Software.
Review your selected products. Active products are shown with a purple box and checkmark.
To cancel an active product, click the purple box for the product you want to cancel.
Select the reason you are canceling.
Answer any follow-up questions that appear.
Click Save Changes.
After you cancel your software, you will still receive an invoice on the first day of the following month for the days your software was active.
Important Information Before Canceling Payroll
Before you cancel Patriot Payroll, enter all payrolls you need to run. After you cancel payroll, you cannot enter additional payrolls in the software.
Canceling payroll tells Patriot that your payroll activity in the software is complete. Entering all payrolls before cancellation helps make sure your payroll tax information is accurate and complete.
Before canceling payroll, review the Payroll Details Report to confirm whether you have completed payrolls with future pay dates.
If you have already run payrolls with future pay dates before canceling:
Direct deposit funds may still be collected and processed.
Tax collections may still be collected and processed, depending on your selected end date.
Direct deposit funds will be collected four business days before the scheduled pay date, as usual.
How to Cancel Full-Service Payroll
Applies to: Full-Service Payroll customers who have completed tax filing setup.
Full-Service Payroll is Patriot’s payroll plan where Patriot collects, deposits, and files your payroll taxes. If you cancel Full-Service Payroll after completing tax filing setup, Patriot needs additional information about when you want Patriot to stop the tax filing service.
To cancel Full-Service Payroll:
Go to Settings > Manage Subscription > Add or Cancel Software.
Review your selected products. Active products are shown with a purple box and checkmark.
To cancel an active product, click the purple box for the product you want to cancel.
Select the reason you are canceling.
Answer any follow-up questions that appear.
Click Save Changes.
Click Continue to begin the Full-Service Payroll cancellation process.
Select an end date. The end date tells Patriot whether to complete payroll tax filings through the:
Actual cancellation date
End of the month
End of the quarter
End of the year
If you select the end of the quarter or the end of the year, answer whether the upcoming Form 941 filing will be your final Form 941 filing.
Review the snapshot showing your tax responsibilities and Patriot’s tax responsibilities
Review any refund or future charge information:
-If Patriot is refunding tax collections, Patriot will show the refund amount.
-If Patriot will handle future taxes, Patriot will charge the existing base price for each additional month.Click Cancel Software to finish canceling Full-Service Payroll.
Important Tax Filing Note for Full-Service Payroll
Even if your business closes in the middle of the year, you may still be required to deposit and file end-of-quarter and end-of-year payroll taxes.
If you want Patriot to file on your end of the year taxes on your behalf choose 12/31/xxxx as your final tax filing date.
Before canceling Full-Service Payroll, review your payroll tax responsibilities carefully so you understand which filings Patriot will handle and which filings your business is responsible for after cancellation.
Canceling Full-Service Payroll With a Future End Date
When you cancel Full-Service Payroll, you can choose a future tax filing end date, such as 12/31.
A future end date does not keep your software account active through that date. Instead, the future end date tells Patriot to continue filing and depositing payroll taxes through the cancellation date you selected.
Here is how a future end date works:
Your software access ends on the day you submit the cancellation.
Patriot continues to file and deposit payroll taxes owed through the future Full-Service Payroll cancellation date.
Tax collections for future payrolls happen on the next available business day.
Direct deposit funds are collected four business days before the scheduled pay date, as usual.
Example: Canceling Full-Service Payroll With a December 31 End Date
If you cancel Full-Service Payroll on October 1 and choose December 31 as your end date, your software becomes inactive immediately on October 1.
Patriot will still handle your fourth-quarter and year-end payroll tax filings through the December 31 end date you selected.
Before canceling, review the Payroll Details Report to confirm whether you have completed payrolls with future pay dates.
Why Was My Credit Card Charged After I Canceled?
Your credit card may be charged after cancellation because Patriot bills in arrears.
Billing in arrears means you use the service first and pay for the service afterward. On the first day of each month, Patriot reviews the previous month and calculates charges based on:
How many days your software was active
How many employees you paid, if applicable
Patriot then creates your invoice and charges your card.
Example: Final Invoice After Cancellation
A February 1 invoice covers active services used during January.
If you canceled software during January, the February 1 invoice may include the final charge for the days your software was active in January.
Account Access After Cancellation
Employer access after cancellation:
After you cancel your account, you can still log in to access and download account information.
Information available after cancellation includes:
All reports (Accounting, and Payroll)
Full-Service Payroll tax activity: Payroll tax filings, tax collections and tax deposits deposits
Tax Forms: Form W-2, Form W-3, 1099 and 1096
Employee and contractor access after Cancellation:
Employees and contractors have lifetime access to their worker portal after you cancel your Patriot account.
In the worker portal, employees and contractors can access their:
Pay stubs
Time cards, if your company used Patriot Time
Forms W-2
Forms 1099