End-of-Year Checklist

Before December 31, 2010

__ Remind employees to notify you of a change of filing status based on marriage, divorce, adoption, birth of a baby, child turning 21, or mailing address.

__ Make sure employee paycheck names and social security numbers match their social security cards and W-4 information.

__ Employers may elect to use the Special Accounting Rule for taxable non-cash fringe benefits used any time in November and December 2010 as paid in 2011.

__ Paychecks dated in 2011 are 2011 wages, even if earned in 2010.

__ Check all social security withheld. If any employee exceeded the 2010 limit, $6,621.60, make an adjustment or refund before making your final 2010 tax-year deposit.

By January 1, 2011

__ Process W-4s submitted for 2011 before the first payroll. Reminder: With the elimination of the advance Earned Income Tax Credit for 2011, the W-5 is eliminated.)

__ Stop making EITC payments to employees.

By January 17, 2011

__ Review paychecks outstanding more than two pay periods so you have time to void and reissue in time for 2010 W-2s.

__ Verify that total taxes withheld and social security-taxable and medicare-taxable wages reported on 2010 941s or 944 equal the totals of 2010 W-2s to be distributed.

__Have by today data from third parties that made short- or long- term disability payments their 2010 payment and withholding data.

By January 31, 2011

__ If Special Accounting Rule is elected, notify employees today.

__ W-2 copies B, C and 2 must be in employees’ possession or postmarked or available on website.

__ 1099-MISC, copies B, C and 2 for pension, retirement, and profit-sharing, IRA, insurance or other distribution must be in payee’s possession or postmarked.

__ Postmark 1099-R copies B, C and 2 for pension, retirement, profit-sharing, IRA, insurance or other distribution must be in payee’s possession or postmarked.

__ Form 941 or 944 are due.

__ Form 940 due, unless all FUTA taxes were timely paid in 2010.

__ Form 945 due, to report non-payroll income tax.

By February 10, 2011

­­__ Form 941 due. Form 940 or 940-EZ due if all 2010 FUTA taxes were timely paid and for the full amount.

By February 15, 2011

__ Get new W-4s from employees who claimed exempt in 2010.

__ Start withholding at single with no allowances from those claiming exempt in 2010 who did not submit a W-4 for 2011.

By February 28, 2011

__ Paper W-2s, copy A and W-3 due to the Social Security Administration.

__ Paper 1099-MISC, W-2, 1099-R, W-2G and 1096, copy A due to the IRS.

__ Paper Form 8027, Annual Tip Report, due to the IRS.

By March 15, 2011

__ Forms 1042-S and 1042 due to the IRS and to recipients of the income.

By March 31, 2011

__ File electronic Form 8027 with the IRS.

__ Electronic 1099-MISC and 1096, copy A, due at the IRS: electronic W-2, copy A due at the Social Security Administration, and Forms 1099, W-2G and 8029 due at the IRS.


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