Workflow Templates: Payroll Tax Filing Checklist

Employee Information Verification

Review and confirm the accuracy of all employee details, including names, addresses, social security numbers, and immigration status.

Ensure that employee wage and tax information is up-to-date, including adjustments for any changes in salary or employment status.

Verify that all new hires have completed the necessary paperwork, such as Form W-4 for federal tax withholding and any applicable state withholding forms.

Payroll Data Validation

Check that all time and attendance records are accounted for and accurately reflect hours worked, including overtime and leave time.

Confirm that all payroll transactions, including bonuses, commissions, and deductions, are correctly recorded and processed.

Reconcile payroll totals for the period with the general ledger and resolve any discrepancies.

Tax Form Preparation

Prepare and review all required federal, state, and local payroll tax forms, including but not limited to Form 941, state unemployment filings, and local tax returns.

Calculate and verify the amount of payroll taxes owed and ensure that the funds are available for payment.

Ensure compliance with electronic filing requirements and deadlines for submitting payroll tax returns and payments.

Compliance and Deadlines

Review current payroll tax regulations to ensure compliance with all federal, state, and local requirements, including any recent changes in legislation.

Maintain a calendar of all payroll tax filing deadlines and payment due dates, and set reminders to avoid late submissions.

Document all filings and maintain organized records of payroll tax returns, payments, and relevant correspondence for auditing purposes.

Payments and Reporting

Execute the payment of payroll taxes to the appropriate federal, state, and local tax agencies in a timely manner.

Review all acknowledgments and confirmations of submitted tax filings and payments to ensure they have been received and processed by the tax agencies.

Prepare and distribute year-end tax documents, such as Form W-2 for employees and Form 1099-MISC for contractors, by the required deadlines.

Template Library Home

Payroll Tax Filing Checklist

Employee Information Verification

Payroll Data Validation

Tax Form Preparation

Compliance and Deadlines

Payments and Reporting

Use this template in Manifestly

Template Library Home

Payroll Tax Filing Checklist

Employee Information Verification

Payroll Data Validation

Tax Form Preparation

Compliance and Deadlines

Payments and Reporting

Use this template in Manifestly

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