How to Set up a Yearly Payroll Tax Calendar

Payroll Tax Payments and Reports for Federal and State Payroll Taxes

Payroll Tax Calendar
Month by Month Payroll Tax Calendar. Petrified Collection/Getty Images

Keeping track of payroll tax reporting and payments requires careful attention to detail. Setting up a yearly payroll tax calendar can help you avoid fines and penalties and keep you on track. Even if you have a CPA or bookkeeping service do your payroll taxes, you need to know when these taxes and reports are due.

The tax payment and report schedule below is for federal payroll taxes. Consult your state's taxing authority (department of revenue or other) for state and local payroll tax requirements.

Semi-Weekly
If you have a large payroll, you must make deposits semi-weekly (twice a week)**. Read more about the semi-weekly deposit rule to see if you must make these payments.

Monthly
Payroll tax deposits must be made by the 15th of each month** for the previous month unless the semi-weekly rule applies (see above).

Quarterly

  • Quarterly payroll tax reports on Form 941 are due ​at the end of the month** after the end of each quarter. If you have made all payroll tax deposits on time and in full, you have until the 10th of the following month to submit Form 941.
  • Federal unemployment tax deposits are due the end of the month** following each quarter if the tax liability exceeds $500.

Yearly

  • Annual Wage and Tax Statements to employees (on Form W-2) and contract workers (on Form 1099-MISC) are due the end of January** for the previous year.
  • Federal unemployment tax report on Form 940 and tax deposit is due by the end of January**, for the previous year. If all tax deposits have been made in full and on time, the deadline is the 10th of the next month.
  • Transmittals to Social Security on Form W-3 (along with all W-2's) and on Form 1096 (along with all 1099's) are due, by the end of February**, for the previous year.

Using EFTPS for Payroll Deposits

Payroll tax deposits must be made using the Electronic Federal Tax Payment System (EFTPS); deposit coupons (Form 8109) are no longer accepted by the IRS.

You can use the tax calendar on this site as a starting point for your calendar.

**Tax payments and reports are due on the last day of the month or the 15th of the month. If that date is a weekend or holiday, the due date is the next business day. So, if the end of the month falls on a Saturday, the due date is the following Monday.

When to Make Federal Payroll Tax Deposits

Before you begin using this calendar, you will need to determine which payment schedule applies to your business- semi-weekly, monthly, or annual. This article on When to Make Payroll Tax Deposits will help you figure this out.

General Payroll Tax Due Dates (Varies by Year)

Due dates for federal payroll taxes are as stated below except that deposits or reports are not due on a weekend or holiday. In any year when a due date falls on a weekend or holiday, the report or deposit is due on the next following business day. So, if a report is due January 15, and that is a Saturday, the report is due January 17.

January
January 15: Monthly Payroll Tax Deposit for December (if you pay monthly)
January 30: Deposit Federal Unemployment Tax (FUTA) owed through December, if $500 or more.
January 31: Provide employees, contract workers with prior year wage and tax reports (form W-2 for employees; Form 1099-MISC for contract workers)
January 31: File Quarterly Wage and Tax Report on Form 941 for the quarter ending December 31
January 31: File Annual Unemployment Tax Report on Form 940 for the previous year

February
February 15: Monthly Payroll Tax Deposit for January (if you pay monthly)
February 28: Submit year-end employee transmittal forms (Form W-3) to Social Security Administration, along with all W-2s.
February 28: Submit year-end contract worker transmittal forms (Form 1096) to Social Security Administration, along with all 1099 Forms.

March
March 15: Monthly Payroll Tax Deposit for February (if you pay monthly)

April
April 15: Monthly Payroll Tax Deposit for March (if you pay monthly)
April 30: Deposit Federal Unemployment Tax (FUTA) owed through March, if $500 or more.
April 30: File Quarterly Wage and Tax Report on Form 941 for the quarter ending March 31

May
May 15: Monthly Payroll Tax Deposit for April(if you pay monthly)

June
June 15: Monthly Payroll Tax Deposit for May(if you pay monthly)

July
July 15: Monthly Payroll Tax Deposit for June (if you pay monthly)
July 31: Deposit Federal Unemployment Tax (FUTA) owed through June, if $500 or more.


July 31: File Quarterly Wage and Tax Report on Form 941 for the quarter ending June 30

August
August 15: Monthly Payroll Tax Deposit for July (if you pay monthly)

September
September 15: Monthly Payroll Tax Deposit for August (if you pay monthly)

October
October 15: Monthly Payroll Tax Deposit for September (if you pay monthly)
October 31: Deposit Federal Unemployment Tax (FUTA) owed through September, if $500 or more.
October 31: File Quarterly Wage and Tax Report on Form 941 for the quarter ending September 30

November
November 15: Monthly Payroll Tax Deposit for October (if you pay monthly)

December
December 15: Monthly Payroll Tax Deposit for November (if you pay monthly)