Preparing for year-end payroll doesn't have to be stressful. Use this checklist throughout the season to ensure your payroll information is accurate and you're ready for tax reporting and the new year.
Goal: Begin reviewing payroll information before the holiday season.
☐ Verify your legal business name
☐ Verify your business address
☐ Confirm your EIN is correct
☐ Verify state payroll tax account numbers
☐ Review all worker legal names
☐ Confirm mailing addresses
☐ Verify SSNs or ITINs
☐ Confirm worker email addresses
☐ Upload your new State Unemployment Insurance (SUI) tax rate when received
☐ Update your payroll tax deposit frequency if it has changed
☐ Complete any new payroll onboarding by November 28 to ensure year-end reporting is accurate
☐ Review taxable fringe benefits, including:
☐ Plan year-end bonus payrolls and confirm funding timelines
☐ Review whether your business is located in a FUTA Credit Reduction State
Goal: Complete all payroll updates before year-end.
☐ Complete all company and worker updates by December 15
☐ Verify final payroll earnings
☐ Review deductions
☐ Confirm PTO balances
☐ Verify reimbursements
☐ Stop retirement catch-up contributions (if applicable)
☐ Record taxable fringe benefits
☐ Record third-party sick pay (if applicable)
☐ Reconcile payroll totals with federal and state payroll filings
☐ Plan around holiday bank closures (December 25)
☐ Submit payroll early if needed to avoid funding delays
☐ Verify worker mailing addresses for W-2 and 1099 delivery
☐ Communicate final payroll dates and holiday schedules to your workers
Goal: Meet filing deadlines and prepare for the new payroll year.
☐ Submit payroll corrections by January 2 whenever possible
☐ Close Q4 payrolls by January 4
☐ Verify wages and taxes are correct
☐ Confirm payroll tax payments are scheduled appropriately
☐ Download and review your company tax package (January 26–28)
☐ Verify all W-2s and 1099s have been distributed
Note: W-2s and 1099s are distributed by Salsa, Aaniie's payroll provider. Employers should still verify that all workers received their tax forms.
☐ Provide Earned Income Tax Credit (EITC) notices if required by your state
☐ Complete any required state quarterly and annual unemployment filings
☐ Update your payroll account with your new State Unemployment Insurance (SUI) tax rate
☐ Archive payroll reports, W-2s, 1099s, and year-end tax records
Stay ahead by completing these additional best practices.
☐ Schedule a Year-End Payroll Review meeting
☐ Review tax rate changes for the new year
☐ Review employee benefit changes
☐ Confirm PTO rollover policies
☐ Create a communication plan for W-2 and 1099 distribution
☐ Set reminders for corrected or reissued tax forms
☐ Schedule a Q1 Payroll Readiness Review to verify:
If you have questions about year-end payroll preparation or need assistance with your payroll account, contact the Aaniie Support Team.
Email: support@aaniie.com
Planning ahead now helps ensure a smooth year-end payroll process and a successful start to the new year.