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2023 Payroll Calendar & Employment Tax Due Dates


Staying on prime of employment tax due dates is simply as crucial as paying your workers on time. The distinction is in case you neglect to pay your workers, they’ll be proper there to remind you; the Inner Income Service (IRS) operates a bit in a different way.

To remain forward of the compliance curve, make certain to maintain employment tax and deposit due dates helpful. And remember, employment tax kinds are filed on dates impartial of tax deposit deadlines. 

Feeling overwhelmed by the intricacies surrounding worker wages, deposit necessities, and the deadlines related to them? On this article, we’ll provide help to by the complexities by offering the fundamentals of employment tax due dates, so you’ll be able to arrange your payroll and tax calendar for 2023.

Bonus: Click on beneath to make a copy of our federal vacation payroll calendar so that you don’t miss a payroll beat. 

HR Compliance Checklist

Employment Tax Due Dates

The IRS requires employers to file specific worker tax return kinds with specified due dates all year long. The kinds are used to report taxable wages and employment taxes:

  • Revenue tax withholding
  • Ideas
  • Social Safety Tax
  • Federal Unemployment Tax Act (FUTA)
  • Medicare tax
  • And an extra Medicare tax (if relevant)

Employment tax return filings are due both quarterly or yearly, relying on the shape being filed. If the deadline falls on a Saturday, Sunday, or authorized vacation, the shape could be filed the subsequent enterprise day.

The federal tax deposit relies on what’s reported on the tax return, and its due date might not correspond with the tax type’s deadline. To simplify, we’ll begin with the quarterly type most employers are required to file.

Quarterly Types

Kind 941, Employer’s Quarterly Federal Tax Return, is the quarterly type employers use. It’s used to report the employment taxes withheld from workers’ paychecks and the quantity the employer pays for his or her portion of Social Safety and Medicare taxes. 

To adjust to the rules, employers are required to file Kind 941 by the conclusion of the month following the top of the quarter. In different phrases, this way should be filed on the final day of the month approaching the top of 1 / 4. The due dates fall on April 30, July 31, October 31, and January 31 for the fourth quarter of the earlier calendar yr.

If tax deposits had been made earlier than the deadline, the IRS permits an additional ten calendar days to file the return type. Be certain to do not forget that it’s calendar days, not enterprise days!

Annual Types

There are two most important employment tax due dates for annual kinds, and which type you’re submitting determines the deadline.

Types due by January 31:

  • W-2, Wage and Tax Assertion, with Kind W-3, Transmittal of Wage and Tax Statements
  • Kind 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return
  • Kind 943, Employer’s Annual Federal Tax Return for Agricultural Staff
  • Kind 944, Employer’s Annual Federal Tax Return

Kind due by February 28:

  • Kind 8027, Employer’s Annual Data Return of Tip Revenue and Allotted Ideas, is the primary type for employers due on this date. If filed electronically, this way has till March 31 to be filed.

Tax Deposit Due Dates

Despite the fact that the employment tax return is filed, the taxes should even be deposited. Deposit due dates might not all the time align with deadlines for tax return filings. The tax deposit due dates are decided by the return used to report your employment taxes, previous submitting historical past, and different components.

The Digital Federal Tax Cost System (EFTPS) should be used to make all federal tax deposits. Making a deposit doesn’t take away the duty of submitting the suitable tax return type; it’s nonetheless a requirement.

If the tax deposit due date lands on a Saturday, Sunday, or authorized vacation, the deposits could be made by way of the EFTPS on the subsequent enterprise day. 

There are two deposit schedules for taxes reported on Types 941, 943, 944, or 945: month-to-month or semi-weekly. 

  • Month-to-month Depositor: For month-to-month depositors, employment taxes are due by the fifteenth day of the next month.
  • Semi-Weekly Depositor: Deposit deadlines for semi-weekly depositors depend upon the day employment wages are paid out. Wages paid on Wednesday, Thursday, or Friday employment taxes should be made by the next Wednesday.

Wages paid on Saturday, Sunday, Monday, or Tuesday are required to be deposited by the next Friday.

Subsequent-Day Deposit Rule

The Subsequent-Day Deposit Rule is an exception to the due dates above. If $100,000 or extra is accrued in taxes on any day throughout the month-to-month or semi-weekly deposit interval, a deposit should be made by the subsequent enterprise day.

FUTA Deposits

FUTA deposits are primarily based on the quantity of your tax legal responsibility from quarter to quarter. FUTA tax liabilities of $500 or much less could be carried over to the subsequent quarter. FUTA taxes for the fourth quarter could be deposited or paid when Kind 940 is filed by January 31.

All the FUTA tax legal responsibility totaling $500 or extra for that quarter must be deposited by the final day of the primary month following that quarter.

Having a transparent thought of what’s anticipated of you as an employer is crucial to complying with rules of any sort. Realizing when to file which employment tax return and when to make a federal tax deposit makes your payroll schedule simpler in your payroll division to remain inside these tips.

These due dates are essential to keep away from pricey penalties and high-interest prices. Add these very important employment tax dates to your 2023 payroll calendar to maintain monitor, keep organized, and guarantee your small business complies with IRS rules.

All wage & tax data, in a single place.

For federal wage and tax charges, FICA, federal minimal wage updates, and extra, get our Fast Wage & Tax Information right now. 

Lean on a payroll service supplier.

When in enterprise, it’s by no means good to guess. In reality, approximating how a lot is owed in employment taxes can result in potential violations. To keep away from that and make clear your scenario, contact one in all PrimePay’s skilled payroll specialists to offer steerage and recommendation.

Don’t neglect to ask about our payroll software program and HR choices.

*At all times seek the advice of knowledgeable payroll or tax specialist to make sure you obtain correct info for your small business.

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