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Help Your Company Stay in Tax Compliance with These Critical Payroll Filings

May 15, 2025 Kevin Kenealy payroll taxes Leave a comment   , ,
Help Your Company Stay in Tax Compliance with These Critical Payroll Filings

A Practical Guide from The Payroll Company

Setting up payroll for your business is more than just paying employees on time. It’s also about staying compliant with complex federal and state tax regulations—something that can easily become overwhelming for busy business owners.

At [Your Payroll Company Name], we work with companies of all sizes to help simplify and automate payroll filing. Whether you’re just getting started or want to streamline an existing process, here’s what you need to know about the five most critical payroll filings to stay compliant and avoid costly penalties.

1. 📝 File New Hire Reports Promptly

Every U.S. business that withholds federal income tax, Social Security, or Medicare taxes must file IRS Form 941—the Employer’s Quarterly Federal Tax Return.

But that’s not all. Employers are also required to file new hire reports with their state. This information is used for child support enforcement and helps prevent unemployment insurance fraud.

Our Solution: We automate the new hire reporting process so you never miss a deadline.

2. 💼 Accurately File W-2s for All Employees

At year’s end, employers must provide Form W-2 to each employee paid more than $600 annually—regardless of whether they’re a family member, part-time hire, or seasonal worker.

Each W-2 must be:

  • Sent to employees by January 31
  • Filed with the Social Security Administration (SSA), along with a summary form (W-3), by the required deadline

Mistakes in W-2 filing can trigger IRS notices and delays in employee tax refunds.

Our Solution: We ensure W-2s and W-3s are prepared, verified, and filed correctly on your behalf.

3. 📊 Don’t Overlook Form W-3

IRS Form W-3 acts as the summary transmittal of all W-2s your company files. It must be submitted to the Social Security Administration and includes total wages paid, taxes withheld, and Medicare contributions.

Deadline: End of February each year
Common errors: Misreporting totals or late submissions

Our Solution: We double-check every W-3 for accuracy and deliver it electronically to meet federal deadlines.

4. 📅 Collect and Update Form W-4 Annually

Each new employee must complete a Form W-4, which tells you how much federal tax to withhold from their paycheck. But did you know it’s a smart practice to request updated W-4s from employees annually?

Life events like marriage, having children, or income changes can affect tax withholding accuracy. Encouraging employees to update their W-4s each year keeps you compliant and avoids IRS underpayment issues.

Our Solution: We provide self-service access for employees to review and update their W-4s through a secure portal.

5. ✅ Verify Work Authorization with Form I-9

Federal law requires that all U.S. employers verify the identity and work eligibility of every person they hire using Form I-9.

  • Must be completed within 3 days of hire
  • Employers must retain I-9s for a specific period and produce them upon request from federal agencies
  • Failure to comply may result in fines or legal action

Our Solution: We include I-9 tracking and digital documentation storage as part of our onboarding and payroll package.

Why Payroll Compliance Matters More in 2025

With increased federal and state scrutiny, higher penalties for noncompliance, and more complex remote-work rules, having a trusted payroll partner is critical to business success.

At [Your Payroll Company Name], we take the guesswork out of payroll taxes and filings. From new hire forms to quarterly tax reporting, we’ve got you covered—so you can focus on growing your business with confidence.

✅ Ready to Simplify Payroll Compliance?

Let our payroll experts guide you through setup, automation, and ongoing tax compliance. Whether you’re a startup or a growing enterprise, we’ll ensure your payroll is accurate, timely, and fully compliant.

👉 Contact The Payroll Company today for a free consultation or software demo.


What Are the Consequences for Skipping Your Payroll Tax Payments?

April 28, 2025 Kevin Kenealy consequences of not paying payroll taxes Comments Off on What Are the Consequences for Skipping Your Payroll Tax Payments? ,
What Are the Consequences for Skipping Your Payroll Tax Payments?

Unfortunately, if your business refuses to pay its payroll taxes, there is a very good chance that the tax man cometh, and he comes with the full power of the IRS.

Every business has a legitimate responsibility to deposit payroll taxes accurately and on time. Keep reading to learn why you should get your payroll taxes in order, or brace yourself for the consequences.

Some of the most serious penalties face businesses across sectors that willfully decide to ignore payroll tax obligations:

Financial impact: Not only do steep fees and fines add up, but the IRS can also put a lien on your company’s assets, so this can have severe detrimental financial and operational impacts.

Legal penalties: In addition to facing significant civil liabilities, businesses that fail to deposit payroll taxes may also be subject to serious criminal penalties. Willfully misrepresenting your tax situation or committing tax fraud could lead to a felony charge and up to a $10,000 fine and/or five years in prison.

Moreover, companies that fail to address payroll tax liabilities could also suffer reputational harm, diminished employee engagement and lingering financial problems. Time-consuming payroll and tax audits can also be enforced by authorities.

Under typical circumstances, businesses must pay at least 90% of the taxes due for the prior year to avoid an underpayment penalty. Paying payroll tax obligations on time and managing prevents the prospect of serious repercussions while promoting a business’ overall fiscal health.

Tips for Avoiding Penalties for Payroll Taxes

The good news is there are multiple savvy strategies and industry best practices for dodging payroll tax penalties that are relatively easy for businesses of all sizes to follow. To ensure your company deploys the following techniques:

Keep accurate records

Businesses looking to avoid penalties, payroll tax, and other issues must keep accurate and complete payroll records. This can be in the form of records like employment forms, pay records, timesheets, current employee information and other related payroll documents. Likewise, businesses should regularly audit their paper trail to confirm that their records and payroll are in working order.

Consider software tools

A lot of these tools come with tax compliance departments, and they can do a lot to ensure that you never miss a deadline. Most tools can keep up with payroll and tax calculations, withholdings, and deductions while automating the filing and payment of business payroll taxes (federal, state, and local). And it doesn’t have to cost a fortune.

Conduct regular staff training

So why not react proactively rather than wait until there is an emergency before you train your staff on how to follow proper payroll processes? Instead, companies should institute regular training of employees on payroll management, payroll tax obligations and error corrections. Rather, all employees should be properly trained and educated to mitigate problems before occurrence. Education could do a lot to prevent compliance questions.

Consult with tax professionals

When in doubt, speak to a tax professional, including a payroll service provider, a certified public accountant (CPA) or enrolled agent (EA). You may plan to have your tax obligations prepared, paid on time and your business strengthened with sound financial practices and procedures with the help of an expert. With their expertise of taxes, professionals provide valuable guidance that is essential in order to keep your business’ finances on the right track.

And be sure to keep track of any updates or announcements from the IRS and other tax authorities (such as state or localized governments) to ensure your reporting complies with all new tax rules in the location you operate.

Avoid payroll tax penalties for peace of mind

While the penalties that accompany payroll missteps can be considerable when tax time rolls around, much of that calculation and deduction work is managed by many online payroll providers, meaning businesses can sidestep tax deposit snafus in the first place. Some vendors may even keep you compliant with federal regulations and local requirements, and manage mandatory state new-hire reporting as your team expands.

Want to simplify your payroll? Our team is ready to respond with answers to your questions, and we look forward to partnering with you as your business grows and succeeds.

This article is for informational purposes only and should not be relied on for tax, legal or accounting advice. Please consult your own tax, legal and accounting advisors for formal consultation.


Expert Guide to Payroll Tax Compliance: Five Essential Filings Every Business Must Follow

January 8, 2025 Kevin Kenealy Payroll Tax Compliance Comments Off on Expert Guide to Payroll Tax Compliance: Five Essential Filings Every Business Must Follow
Expert Guide to Payroll Tax Compliance - Five Essential Filings Every Business Must Follow

Managing payroll is far more than just issuing paychecks—it’s about ensuring compliance with complex tax laws, avoiding IRS penalties, and structuring your payroll efficiently to save time and costs. Businesses that fail to maintain proper payroll records and meet federal filing requirements risk significant fines and legal repercussions.

A well-organized payroll system not only ensures seamless payroll processing but also shields your company from unnecessary IRS scrutiny. To help your business stay tax compliant, here are five mandatory payroll filings that must be completed on time.

1. File New Hire Reports & IRS Form 941

Every business that withholds payroll taxes (Income Tax, Medicare Tax, and Social Security Tax) or pays employer contributions for Social Security and Medicare must file IRS Form 941 (Employer’s Quarterly Federal Tax Return).

Who Must File?

  • Every employer withholds taxes from employees’ wages.
  • Filing Frequency: Quarterly (April, July, October, and January).
  • Why It Matters? Failure to file Form 941 results in IRS penalties and interest on unpaid taxes.

Additionally, employers must report all new hires to their state’s New Hire Reporting Program, ensuring compliance with federal and state workforce tracking regulations.

Failing to file IRS Form 941 will lead to IRS enforcement actions, including financial penalties and legal consequences.

2. File Form W-2 for Every Employee

  • IRS Form W-2 is a mandatory annual tax form that reports an employee’s earnings, tax withholdings, and other payroll-related details. Employers must provide a W-2 for every employee, including family members or friends working for the company.
  • Who Must Receive a W-2? Any employee earning $600 or more annually (excluding independent contractors).
  • Filing Deadline: Employers must send copies to employees by January 31 and file with the IRS & Social Security Administration by the end of February.

Common Mistakes to Avoid:

  • Incorrect employee details (SSN, name, address).
  • Reporting the wrong taxable wages.
  • Failing to submit electronic W-2 forms if required by law.
  • Missing or incorrect W-2 filings can trigger IRS audits and financial penalties.

3. Accurately File IRS Tax Form W-3

Form W-3 serves as a summary of all W-2 forms filed by the employer. It reports the total wages paid, Social Security and Medicare earnings, and total withholdings for all employees.

  • Who Must File? Any employer required to submit W-2s.
  • Filing Deadline: February 28 (paper filing) or March 31 (electronic filing).
  • Why It’s Critical? Inaccurate or late filings may result in fines and processing delays that impact employee tax returns.
  • Employers who fail to submit Form W-3 risk delayed tax refunds for employees and IRS penalties for non-compliance.

4. Employees Must Complete Form W-4 and Update It Annually

IRS Form W-4 is used to calculate how much federal income tax should be withheld from an employee’s paycheck. Employees complete a W-4 upon hiring, but it’s critical to update W-4 forms annually to reflect changes in tax status.

Who Must Complete a W-4? Every employee at the time of hire.

Employer Best Practice:

  • Implement an annual review process for employees to update W-4 forms.
  • Ensure proper withholding adjustments to prevent underpayment or overpayment of taxes.
  • Failure to collect W-4 forms from new hires can result in IRS penalties and incorrect tax withholdings.

5. Verify Employee Work Authorization (Form I-9 Compliance)

Federal law mandates that all employees working in the U.S. must complete Form I-9 (Employment Eligibility Verification). This form ensures that employees are legally authorized to work in the United States.

  • Who Must Complete Form I-9? Every new hire, including U.S. citizens and non-citizens.
  • Deadline: Must be completed within three days of hire.

Employer Responsibility:

  • Maintain completed I-9 forms for at least three years.
  • Verify identity and employment authorization documents (e.g., passport, work visa, green card, driver’s license).
  • Employers failing to comply with Form I-9 regulations may face federal fines and legal action.

The Bottom Line: Payroll Compliance is Non-Negotiable

A company’s payroll system must be structured for efficiency, compliance, and accuracy. Keeping up with federal payroll requirements is essential to avoid costly IRS penalties, legal issues, and employee tax complications.

By outsourcing payroll processing or using a payroll service provider, businesses can streamline payroll tax compliance, eliminate costly mistakes, and focus on growth.

Ensure compliance. File accurately. Avoid penalties. Protect your business.


Help Your Company Stay in Tax Compliance with These Five Payroll Filings

February 12, 2019 Kevin Kenealy payroll tax filing compliance, payroll taxes Leave a comment   , ,

Exactly how a company organizes its new payroll covers far
more just the salaries paid to its initial employees. A well-organized payroll structure
will shield your company from IRS and it will most like mean savings in both
time and cost. Completing company payroll properly often is a task most company’s
struggle with, so a well-structured organized payroll system is worth the cost.

See to it you take into consideration the UNITED STATE
Census Bureau suggestions generally of thumb and not gospel truth. For example,
the Bureau recommends local business to restrict pay-roll expenditures to
between 20 percent and 30 percent of gross income (earnings less the cost of
goods or services sold by the company).

The fact is that company’s payroll costs differ considerably,
depending on the company itself and the industry it is in.

Featured here please see the mandatory payroll filings to
remember when completing the new task of filing your company’s payroll during
its initial year of operations:

1. File New Hire Reports When Required

Every local business that keeps wage taxes including Income
Tax, Medicare Tax, Social Security Tax from its employee’s incomes or pays its owed
amount of Social Security Tax or Medicare Tax are required to file IRS Form 941.
This form is the Employer’s Quarterly Federal Tax Return.

Otherwise, if not file eventually trouble with the IRS will
ensue.

2. Make Certain to File W-2’s Correctly

File Form W-2 for each and every worker and Independent
Contractor (make sure a Form W-2 is filed for everyone, including family
members or friends) if your company pays them a yearly overall wages of $600(minus
withholding for income tax, social security tax, or Medicare taxes for regular
employees).

3. Never Miscalculate Wages Earned and Taxes Paid IRS Tax
Reporting Forms, Particularly Form W-3

IRS Tax Form W-3 is submitted to the Social Security Administration.
This form reports overall earnings, Social Security and Medicare earnings, and the
corresponding taxes withheld for all workers on the company payroll for the prior
year. IRS Tax Form W-3 must be submitted to the Social Security Administration
prior to the end of February each year.

4. New Hire Complete Form W-4 and Instruct Your Employees to
Update W-4s Annually

New workers fill out a W-4 form for employers each time a new
one is hired. This form gives employers the necessary information needed to collect
from employee’s wages to meet their federal government income tax obligation.  Put a system in place that requires company
employees complete a Form W-4 annually.

5. Mandatory Employee Validation of Authorization to Work in the U.S. – Form I-9 Compliance

Federal legislation mandates everyone that works for an
employer in the U.S. must finish a Form I-9, the Federal Government Employment Eligibility
Verification. This form gives employers the ability to verify each employee’s
identity, as well as confirm that they are authorized to work legally in the
United States of America.


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