As the end of the year approaches, small business owners often feel the pressure of getting everything in order, especially when it comes to managing payroll. Preparing for payroll year end might sound simple, but the process behind it is anything but. For many, the stress of ensuring everything is accurate and compliant can be overwhelming.
At Paper Trails, we understand these challenges and are dedicated to supporting small businesses as they navigate the complexities of payroll, HR, and small business management. In this article, we’ll break down what payroll year end is, why it’s essential, and provide you with seven practical tips to help you prepare for it successfully. We’ll also touch on what to focus on in January, ensuring you start the new year on the right foot.
What is Payroll Year End?
Payroll year end refers to the process that businesses undergo to finalize and close out their payroll and human resource records for the calendar year. It involves verifying and updating employee and employer information, ensuring all wages and fringe benefits are correctly reported, and preparing the necessary tax forms like W-2s for employees and tax filings for the IRS. This period typically runs from the fourth quarter of the current year into the first quarter of the new year.
The objective of payroll year end is to ensure that all payroll-related data for the year is accurate and compliant with federal, state, and local regulations. This process is critical because mistakes can result in penalties from the IRS, miscommunication with employees, and other headaches. By understanding and managing payroll year end properly, small businesses can avoid these issues and set themselves up for a successfully next year.
The Importance of Payroll Year End
For small businesses, a successful payroll year end should be considered a necessity. Payroll compliance is an essential part of business management, and errors during this period can have significant impact on the business. From incorrect employee information to misreported wages, even small mistakes can lead to penalties that impact your bottom line.
Beyond compliance, getting payroll year end right builds trust and transparency with your employees. When employees receive accurate pay stubs, tax forms, and benefits information, it shows that your business is organized and values their hard work. This helps improve your employee retention rates. It also saves time and reduces stress in January when you need to focus on planning for the new year, rather than fixing errors from the previous one.
Let’s dive into seven tips for preparing for payroll year end successfully.
Tips for Preparing for Payroll Year End
1. Start Early and Stay Organized
The best way to approach payroll year end is to start early. Trying to cram all the necessary tasks into the final weeks of the year can lead to missed deadlines and costly mistakes. Begin by creating a checklist of everything you need to complete. This can include verifying employee information, preparing bonus payrolls, and ensuring tax forms are ready for distribution.
By starting early, you give yourself enough time to make sure that everything is in order before the end-of-year rush. Staying organized is key, so keep all your necessary documents, forms, and records easily accessible and well-organized.
2. Verify Employee Information
Before closing out the year, it’s crucial to double-check all employee information. Verify names, social security numbers, addresses, and other contact details. Any errors in this data could lead to penalties when you file W-2s with the IRS. It’s also essential to review employee classifications (exempt vs. non-exempt) to make sure they align with the latest labor laws and regulations.
Remember, the IRS imposes penalties for incorrect or missing information on tax forms, so taking the time to verify employee details can save you from headaches and fines down the line.
3. Review Tax and Benefits Data
One of the most important tasks during payroll year end is ensuring that all tax and benefits data is accurate. Review all wage, tax, and benefits information to make sure it aligns with federal and state requirements. This includes checking items like deferred compensation plans, group-term life insurance adjustments, and taxable fringe benefits.
For businesses with tipped employees or employees receiving bonuses, it’s vital to report these accurately. Confirm that all taxable benefits, such as personal use of a company vehicle or third-party sick pay, are recorded correctly in your payroll system.
4. Plan for Year-End Bonuses
If your business offers year-end bonuses, planning ahead is essential. Decide how these bonuses will be processed, whether they will be distributed as manual checks or through direct deposit, and how they will be taxed. Make sure to factor these bonuses into your budget and verify that all necessary tax withholdings are applied.
For businesses using a cash-basis accounting system, remember that bonuses paid in the current year are deductible for that year. If you’re on an accrual basis, ensure that bonuses declared before the end of the year are paid within 2½ months to count for the same tax year.
5. Update Payroll Software
Ensure that your payroll software is up-to-date and ready for the new year. This includes verifying that your payroll system is configured correctly for upcoming changes, like new minimum wage rates or state unemployment insurance rates.
6. Communicate with Employees About Unused Benefits
Many employees have unused benefits like vacation days or flexible spending accounts (FSAs) that may expire at the end of the year. It’s important to communicate with your employees about these deadlines and help them understand their options. For example, some FSAs have a “use-it-or-lose-it” policy, while others may allow for a grace period or a small carryover amount. Ensuring that employees are aware of these details shows that your business cares about their well-being.
7. Prepare for Key Filing Deadlines
Finally, be aware of key filing deadlines, such as when W-2s and 1099s must be sent to employees and filed with the IRS. W-2 forms must be distributed by January 31, so make sure that all payroll data is accurate and ready for reporting by this date. Missing these deadlines can result in penalties, so setting reminders and planning ahead is crucial.
What to Focus On in January After Payroll Year End
After completing payroll year end, January becomes a time for review and planning. Here are a few important items to focus on:
- Distribute W-2s and 1099s: Ensure that all tax forms are distributed to employees and contractors by the January 31 deadline. Double-check the accuracy of these forms before they are sent out.
- Register for State Programs: For businesses in states like Maine, January might be the time to register for programs like Maine’s Paid Family Leave. Be proactive and check state requirements to avoid last-minute registration issues.
- Update Employee Deductions: Review employee deductions for the new year, including medical and retirement contributions, ensuring they align with new limits or employee requests.
- Set Up Your New Payroll Schedule: Review your payroll calendar for the new year, making sure that pay dates do not fall on holidays or weekends. This helps avoid any delays and ensures timely payment for employees.
Conclusion
Preparing for payroll year end might seem daunting, but with the right approach and an organized checklist, it doesn’t have to be. By starting early, verifying information, and planning for key deadlines, small businesses can navigate this period smoothly and set themselves up for success in the new year. At Paper Trails, we are here to assist small businesses through the complexities of payroll, HR, and small business management, ensuring that you have the support you need every step of the way. You can download a copy of our year end checklist here. With these tips, you can confidently manage your payroll year end and start the new year on the right track.