Free Checklist Templates for Tax Compliance

Tax Compliance

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OR

Business Tax Compliance Checklist

Engagement & Entity Setup

Confirm entity classification and EIN

Update Forms 2848 and 8821 for representation

Roll forward shareholder and partner basis schedules

Issue the engagement letter and PBC list

Books-to-Tax Reconciliation

Tie trial balance to prior-year return

Reconcile payroll to Form 941 and W-3

Audit 1099-NEC vendors against the W-9 file

Run 50-state economic nexus summary

Register in newly-triggered nexus states

Return Preparation

Import the trial balance into UltraTax or Lacerte

Compute book-to-tax M-1 adjustments

Calculate depreciation and Section 179

Draft Schedule K-1s for each owner

Review & Filing Decision

Run Circular 230 due-diligence checks

Obtain partner sign-off on the return

Confirm filing or extension decision with client

File Form 7004 or 4868 extension

Filing & Post-Filing

Transmit the return through e-file

Schedule estimated payment vouchers Q1 through Q4

Deliver the final return package to the client portal

Log any IRS or state notice received

Open the audit-defense file and respond by deadline

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Payroll Services Checklist

Pre-Payroll Setup

Confirm new hires and terminations

Collect new-hire W-4, I-9, and direct deposit forms

Update deductions, garnishments, and benefit elections

Verify state and local tax registrations are current

Payroll Processing

Import time and attendance data

Review timesheets for missing punches and overtime

Run the payroll preview in Gusto or ADP

Compare gross pay against the prior period

Investigate flagged variances with department managers

Submit the approved payroll batch

Tax Deposits and Filings

Make the federal 941 deposit via EFTPS

Remit state withholding and SUTA deposits

File quarterly 941 and state UI returns

Year-End Reporting

Reconcile Q4 941 totals to the W-3

Generate W-2s and 1099-NECs in the payroll system

Distribute W-2s to employees by January 31

Audit and Compliance

Reconcile payroll register to the general ledger

Post AJEs for unreconciled GL variances

Document garnishment and child-support remittances

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Payroll Tax Filing Checklist

Employee Data Verification

Audit W-4s and state withholding forms

Reconcile new hires against I-9 and E-Verify

Confirm SSN and address accuracy

Verify terminations and final-pay handling

Payroll Data Validation

Reconcile gross wages to the GL

Validate FICA, FIT, SIT, and SUI totals

Review pretax deductions and imputed income

Identify discrepancies for controller review

Resolve discrepancies with the controller

Federal and State Form Preparation

Prepare Form 941 for the quarter

Prepare state withholding and SUI returns

Prepare local tax filings

Partner reviews and signs off on returns

Correct returns flagged in review

Deposit Execution and Filing

Confirm federal deposit schedule

Submit federal deposit through EFTPS

Submit state and local deposits

E-file Form 941 and state returns

Capture acknowledgments and store workpapers

Investigate and refile rejected returns

Year-End and Recordkeeping

Reconcile 941s to W-3 totals

Distribute W-2s and file with SSA

Issue 1099-NECs to contractors

Archive workpapers per WISP retention

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Payroll Year-End Checklist

Pre-Year-End Employee Verification

Audit SSN and address records

Reconfirm W-4 and state withholding elections

Confirm terminated employees and final pay

Confirm forwarding addresses for terminated employees

Verify W-9s on file for 1099 vendors

Year-End Reconciliation

Tie quarterly 941s to YTD payroll register

Reconcile manual and voided checks

Confirm fringe benefits and imputed income

Reconcile 401(k) deferrals to recordkeeper

W-2 and 1099 Preparation

Generate draft W-2s and W-3 transmittal

Review Box 12 and Box 14 codes

Generate 1099-NEC and 1099-MISC forms

Apply third-party sick pay adjustments

Year-End Tax Filings

File Form 940 with the IRS

File Q4 Form 941 with the IRS

File state UI and withholding reconciliations

Submit W-2 and W-3 to SSA via BSO

Submit 1099-NEC to IRS via IRIS or FIRE

New-Year Payroll System Setup

Load new federal wage bases and limits

Update state UI rates and wage bases

Refresh pay calendar and holiday schedule

Reset YTD accumulators and contribution caps

Employee Communication and Sign-Off

Publish W-2 and 1099 access instructions

Send the new-year W-4 reminder

Announce benefit and 401(k) limit changes

Sign off on year-end payroll close

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Quarterly Payroll Tax Compliance Checklist

Worker and Wage Verification

Pull the quarterly wage register

Verify W-4 and state withholding forms

Review 1099 versus W-2 classification

File worker reclassification corrections

Payroll System Reconciliation

Reconcile gross wages to GL payroll expense

Tie payroll clearing to bank activity

Confirm fringe and imputed income postings

Federal Deposit Compliance Review

Pull the EFTPS deposit history

Calculate failure-to-deposit penalty exposure

Confirm next-period deposit schedule

Form 941 and State Return Preparation

Draft Form 941 for the quarter

Reconcile 941 wages to the register

Prepare state withholding return

Prepare state unemployment (SUTA) return

Filing and Payment Submission

Submit Form 941 via MeF or paper

Remit balance due through EFTPS

File state returns through state portals

Post-Filing Documentation and Sign-Off

Archive workpapers in document management

Sign off on the quarterly compliance review

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Tax Compliance Checklist

Corporate Tax Compliance

Confirm filing entity type and prior return

Reconcile loss reserves to Schedule P

Capitalize DAC under IRC §848

Calculate §832(b) underwriting income

File the federal return or extension

Premium and Surplus Lines Tax

Pull written premium by state and line

Identify surplus-lines premium volume

File surplus-lines tax and stamping fees

Calculate retaliatory tax by domicile

Remit municipal and county premium taxes

Payroll and Producer Compensation Tax

Classify producer compensation models

File quarterly 941 and state withholding

Issue 1099-NEC to independent producers

Reconcile commission disbursements to AMS

Confirm state commission disclosure filings

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