✅ Small Business Payroll Compliance Checklist

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Running payroll correctly means more than just cutting checks. This simple checklist helps you stay compliant and avoid costly mistakes.

Use it each pay period, monthly, and quarterly to stay on top of your obligations.

🗓️ Every Pay Period

• Calculate employee hours (including overtime)

• Apply correct pay rates and bonuses

• Withhold federal, state, and local income taxes

• Withhold Social Security and Medicare (FICA)

• Employer pays matching FICA

• Provide a pay stub with:

  • Hours worked

  • Gross pay

  • Taxes withheld

  • Deductions (if any)

  • Net pay

📅 Monthly / As Needed

• Remit withheld taxes to IRS and state

• Submit state unemployment tax (SUTA)

• Check for local tax updates or changes in wage laws

• Backup payroll records (digital or printed)

📊 Quarterly

• File IRS Form 941 (Employer’s Quarterly Federal Tax Return)

• File state payroll tax returns (varies by state)

• Review and reconcile payroll reports

• Update any changes in employee info (addresses, tax status)

🧾 Annually

• Issue W-2s to employees and file with SSA

• Issue 1099s to contractors (if applicable)

• File IRS Form 940 (Federal Unemployment Tax Return)

• Update your state labor law posters (if required)

• Review and store all payroll records from the year

📥 Need Help With Any of This?

If you’re unsure about tax deadlines, employee classification, or just want to stop stressing about payroll — I can help.

💬 Let’s talk or schedule a free review: