Act now to keep payroll fireworks under control - Business Management Daily
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Act now to keep payroll fireworks under control

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in Office Management,Payroll Management

Yes, we know the Fourth of July is loads of fun, and that your attention is tuned to company picnics, vacation and the like. But taking care of some routine payroll maintenance tasks now can keep payroll fireworks from blowing up on you later on.

√ Check that your commercial payroll software is properly accumulating wages, depositing taxes and filing returns. Correct mistakes expeditiously and discuss the matter with the software company rep.

√ Remove partners from the payroll and remind them that they must pay quarterly estimated taxes. Also, remove them from any employee benefits plans.

√ Request copies of your tax transcript to ensure that your payroll agent is withholding your taxes, remitting them to the IRS and filing Forms 941 on your behalf. Register to use the IRS’ suite of e-services at

√ Check W-2 coding for employees’ pretax deferrals into retirement accounts.

√ Work with Accounts Payable to create a system for processing employee payments that are made outside the payroll system (e.g., business expense or moving expense reimbursements).

√ Audit paycard programs. Ensure that employees are participating voluntarily and that they have received all applicable disclosures.

√ Confirm that deduction codes for fringe benefits are correct; test on a manual check and then test through to a W-2.

√ Determine whether missing persons’ locators are effective in contacting former employees who are owed final paychecks or 401(k) distributions. Work with Benefits to refine the steps taken to locate missing employees.

√ Review accounts payable and payroll accounts for unclaimed payments; ensure that you properly document to which state escheated payments are made and when the escheatment occurred.

√ Discuss the status of IRS deficiency notices with the appropriate company official. Offer to help resolve the issue by having the proper documentation available.

√ Ensure that the company’s policy on paying accrued vacation to terminating employees is enforced consistently and complies with state law.

A step-by-step payroll compliance guide to each pay period, month and calendar quarter of the year is now available. Download it free here.

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