Year-End Payroll GuideDownload Year-End Checklist

October & November

Using the Quarterly Tax Verification report on the Reports page, verify the following information for the company:

  • Tax IDs
  • Legal name
  • Legal address
  • Federal, state, and local (if applicable) tax identification numbers
  • State unemployment rates

If you find an error, contact your ADP® Service team.

Make sure everything is up to date and correct for each of your employees and contractors. Did anyone move, get married, divorced or have children?

For employees, double-check:

●      Employee name (is it spelled correctly?)

●      Social Security Number (SSN)

●      Employee address (is it accurate?)

●      Lived-in jurisdiction

●      Worked-in jurisdiction

●      Paid time off information

●      Status (active, terminated, LOA)

●      Filing status (exempt or non-exempt)

●      Number of exemptions

●      Year-to-date wages

●      Year-to-date taxes

●      Pre-tax year-to-date amounts (such as 401k and
         Medical 125)

* Helpful Hint: When an incorrect SSN is filed, the Social Security Administration (SSA) charges a fee to correct the wages posted incorrectly to the wrong individual. To help avoid this issue, the SSA provides a free verification tool on their website.

You can verify which of your employees is set up with an invalid SSN within RUN Powered by ADP® (RUN):

  1. On the Reports tab, click on W-2 Preview. You can also select the Wage and Tax Register to verify additional information. All other employee information can be verified by selecting the Employee Summary from the Reports tab.
  2. Any employees with a SSN of all 0's will need to be corrected with the ADP®Service Team. You will see a home page message in RUN if you have employees with 000s as SSNs.

You can also verify that your employees' names and SSNs match Social Security's records using the free verification service that the SSA provides on their website.

For contractors, double-check:

  • Name
  • Taxpayer's Identification number (TIN)
  • Address
  • State work locations and, if applicable, local work locations
  • Earnings totals for each jurisdiction

You can verify which of your contractors are currently set up with an invalid SSN within RUN.

  • Go to the Reports tab, click on the Employee Summary Report.
  • Change the status to 'All' and click Refresh.
  • View the Employee Information. If any contractor is listed with '0000' as the last four digits of their SSN, you will need to correct the contractor's SSN.

If you have to change non-payroll data, such as an address, make the changes on the Employee Info page, on the appropriate Employee's Tax page, or on the contractor's 1099 Info page.

Important: If you make corrections to wages, taxes, or jurisdictions, you must run a special payroll to process the corrections.

Veterans Day is observed on Monday, November 11 and some banks may be closed. If your check date falls on this date, please adjust it to avoid delaying your employees' direct deposits.

Thanksgiving Day is Thursday, November 28. If your check date falls on this date, please adjust it to avoid delaying your employees' direct deposits.

Before the last scheduled payroll of the quarter, make sure you update any employee totals that you want to include in the quarter balances. You can update totals for any of the following items:

  • Manual checks
  • Voided checks
  • Third party sick payments
  • Group term life insurance
  • Dependent care benefits
  • Moving expenses
  • 401(k) and cafeteria plans
  • Retirement plans
  • Paid time off
  • Taxable fringe benefits
  • Any other necessary adjustments to employee wage and tax amounts

In the fourth quarter, before December 31, you must update missing totals for your employees and run any bonus payrolls. If you have to run a special payroll (to process manual checks, voided checks, or third party sick payments) after the last day of the quarter, government agencies may charge you with penalties and interest based on their deposit and filing deadlines for taxes. Tax Filing Clients: Amendment fees may apply.

View your employees' year-to-date earnings and deductions in the Reports section of RUN Powered by ADP®.

Please contact your ADP® Service Team if changes need to be made to prior quarters.

The U.S. Department of Labor released a final rule, effective January 1, 2020, that will increase the minimum salary required to qualify for certain overtime exemptions of the Fair Labor Standards Act (FLSA).

The final rule:

  • Increases minimum salary requirements from $455 to $684 per week ($35,568 per year)for the administrative, professional (including the salaried computer professional) and executive exemptions. 
  • Permits employers to use nondiscretionary bonuses, incentive payments and commissions, that are paid at least annually, to satisfy up to 10 percent of the minimum salary requirement for administrative, professional and executive exemptions.
  • Increases the total annual compensation requirement for the "highly compensated employee" exemption from $100,000 to $107,432 per year(at least $684 must be paid on a weekly salary basis).

Please identify employees who currently earn less than $35,568 annually and are exempt from overtime. If you have employees who fall beneath the new salary threshold, you have two options:

  • Raise their salaries to meet the new requirement; or
  • Reclassify them as non-exempt and pay overtime whenever they work more than 40 hours per week.

To find additional information and resources on the new rule, please click here.

Important Note: Some states have their own salary requirements that already exceed the new federal rule. Some other states may decide to increase their salary thresholds based on the new federal rule. Review both federal and state law to determine whether an employee may be classified as exempt from overtime. If an employee is covered by both federal and state law but doesn't meet both sets of tests, consult with counsel to determine how you should classify the employee in that particular situation.

Federal legislation requires the reporting of both taxable and non-taxable sick payments made to employees from a third party. Taxes withheld on those payments must also be reported. Sick pay should be included on either the employees' W-2s or on a separate form provided by the third party. If third-party sick pay is not reported by the third party, it must be included in your employees' W-2s.

If any of your employees received temporary disability payments in 2019 from a third party, such as an insurance company or state agency, the total amount of these payments must be submitted to ADP® by December 31, 2019.

Most carriers provide third party sick pay statements throughout the year; please use those statements to report the information no later than December 31, 2019.

To report third party sick pay within RUN Powered by ADP®:

  • Go to the Home > Payroll tab
  • Click on Third-Party Sick Pay
  • Select the employee and key in the required information

Helpful tips when reporting:

  • Be sure to review your employee’s third-party sick pay YTD (year-to-date) amounts on file to check for any previous dollars entered. Then verify the amounts are truly YTD amounts. This will help ensure the proper third party sick pay amounts are entered.
  • If you realize you need to report additional items after you have already processed your last payroll for the year, you will need to run a special payroll and date it: 12/31/YY (“YY” being the current tax year).
  • You will need to process a special payroll to include the third party sick pay reporting, otherwise, it will remain in pending items.

A fringe benefit is a form of compensation for the performance of services. For example, you provide an employee with a fringe benefit when you allow the employee to use a business vehicle to commute to and from work.

Any fringe benefit your company provides is taxable and must be included in the employee's pay unless the law specifically excludes it. The benefit is subject to taxes and must be reported on the employee's W-2. Click here for a list of fringe benefit earnings and where they appear on your employees' W-2s. In the Company tab, select Earnings and Deductions then:

  1. Click Add Earning.
  2. In the Category field, select Fringe Benefits.
  3. In the Earning field, select the fringe benefit that you want to add. Click herefor a list of fringe benefits.
  4. Click Save and go back to the Earnings and Deductions Info page. The fringe benefit is included in the Earnings list and is displayed as active.

* Helpful Hint: Services like company cars and gym memberships are taxable. Learn more about these benefits and how they are reported. You can also refer to Publication 15-B, The Employer's Tax Guide to Fringe Benefits, as prepared by the IRS.

All Vermont employers that are required to withhold income tax must report the total cost of employer-sponsored health care coverage.

The total cost paid by the employer and employee should be reported on the State Copy of the W-2 form in Box 12.

Unlike the federal mandate, employers with 250 or fewer employees are also required to report the total cost of employer-sponsored health care coverage.

In the Company Tab, select Earnings and Deductions then:

  1. Click Add Earning.
  2. In the Category field, select Fringe Benefits.
  3. In the Earning field, select the fringe benefit ER –Sponsored Healthcare.
  4. Click Save and go back to the Earnings and Deductions Info page. The fringe benefit is included in the Earnings list and is displayed as active.
  5. Enter the Healthcare amounts on each applicable employee.

The Affordable Care Act (ACA) requires certain employers to report health coverage information to their employees and the IRS annually.

Your resources:

Note: Please check with your respective states for individual reporting requirements. 

Good news! There is no Federal Unemployment Tax Act (FUTA) credit reduction for 2019.

Household employees are those who work in and around your private residence, such as housekeepers, nannies, and gardeners. Because tax filing due dates are inconsistent with typical quarter-end cutoff dates, there are limitations to what ADP® can and cannot do to help you file:

ADP responsibilities:

  • Deposit and file state and local taxes for a household account.
  • ADP will not deposit or file federal taxes for a household account.
  • ADP will impound federal taxes with each payroll.
  • Prior to the deadline for depositing and filing estimated tax payments, the impounded money will be refunded to you a few days prior to when deposits are due each quarter.
  • The IRS requires all estimated tax payments for household accounts to be made by April 15 (Q1), June 15 (Q2), and September 15 (Q3) of the current year. All remaining taxes are due on January 15 of the following year.

What you need to do:

  • You must deposit the federal taxes for the household account on Form 1040ES.
  • You must file federal taxes using a 1040 Schedule H.

What to expect:

  • ADP will send you a Statement of Deposit (SOD) with filing instructions, plus a credit for the total amount of federal taxes for the quarter. Liabilities on the SOD are summarized based on the cutoff for Household filings.
  • You will receive this information seven days prior to the due date.
  • You will receive a Form 941 each quarter from ADP. You may keep this form for your records, however, you will need to file your own taxes using a 1040 Schedule H.
  • You may be required to make the estimates or you may pay the entire amount when filing your 1040 (Schedule H). Please consult your Tax Professional to make this determination.

Although you can process a bonus payroll at any time during the year, many are processed at the end of the year.

There are two types of bonus earnings available in RUN Powered by ADP®: Bonus and Supplemental Bonus. It’s important to use the appropriate earning because each one is taxed differently.

  • Bonus earning: the bonus payroll is taxed at the regular rate, the same as a normal payroll.
  • Supplemental Bonus earning: the bonus payroll is taxed at the supplemental wage rate for federal income tax. For 2019, the federal rate is a flat 22% up to $1 million and 37% for amounts exceeding $1 million. 

To be sure that your W-2 amounts are correct, process your bonus payrolls before the end of the year.

If you want to surprise your employees with the bonus, consider processing a special bonus payroll after you run your regular payroll. That way, the bonus amount won't be included in the year-to-date total.

If your federal tax liabilities for the bonus payroll are over $100,000.00, the taxes must be deposited the business day after the check date.

Large Bonus Payrolls: In addition to federal regulations, ADP also applies certain restrictions to large bonus payrolls that may require a wire transfer prior to the check date. If these restrictions apply to your bonus payroll, ADP will provide you with the necessary wire instructions by the next business day after the bonus payroll has been processed.

Note: Your account will be placed on hold if you attempt to process a third payroll within a four-hour span AND have completed a direct deposit change within the last 24 hours. Please keep this in mind as you're processing your payrolls!

* Helpful Hint: Learn more about how to process a bonus payroll here.

December

Before Last Payroll of the Year

Make sure everything is up to date and correct for each of your employees and contractors. Did anyone move, get married, divorced, or have children?

For employees, double-check:

  • Employee name (is it spelled correctly?)
  • Social Security Number (SSN)
  • Employee address (is it accurate?)
  • Lived-in jurisdiction
  • Worked-in jurisdiction
  • Paid time off information
  • Status (active, terminated, LOA)
  • Filing status (exempt or non-exempt)
  • Number of exemptions
  • Year-to-date wages
  • Year-to-date taxes
  • Pre-tax year-to-date amounts (such as 401k and Medical 125)

You can verify which of your employees is currently set up with an invalid SSN* within RUN Powered by ADP® (RUN):

  1. On the Reports tab, click on W-2 Preview. You can also select the Employee Summary Report to verify additional information.
  2. Any employees with a SSN of all 0's will need to be corrected with the ADP®Service Team.

* You and ADP can no longer see full SSNs in RUN. You can also verify that your employees' names and SSNs match Social Security's records using the free verification service that the SSA provides on their website.

For contractors, double-check:

  • Name
  • SSN or Taxpayer's Identification Number (TIN)
  • Address
  • State work locations and, if applicable, local work locations
  • Earnings totals for each jurisdiction

You can verify which of your contractors are currently set up with an invalid SSN within RUN.

  1. Go to the Reports tab, click on the Employee Summary Report.
  2. Change the status to 'All' and click Refresh.
  3. View Employee Information. If any contractor is listed with '0000' as the last four digits of their SSN, you will need to correct the contractor’s SSN.

If you have to change non-payroll data, such as an address, make the changes on the Employee Info page, on the appropriate Employee's Tax page, or on the contractor's 1099 Info page.

Important: If you make corrections to wages, taxes, or jurisdictions, you must run a special payroll to process the corrections.

* Helpful Hint:  Watch a quick tutorial in Help & Support to learn how to add a new employee to your payroll. Also, the I-9 (Employee Verification) form is available in the Help & Support section of RUN under Forms & Tools, then Tax & Payroll Forms.

Before the last scheduled payroll of the quarter, make sure you update any employee totals that you want to include in the quarter balances. You can update totals for any of the following items:

  • Manual checks
  • Voided checks
  • Third-party sick payments
  • Group term life insurance
  • Dependent care benefits
  • Moving expenses
  • 401(k) and cafeteria plans
  • Retirement plans
  • Paid time off
  • Taxable fringe benefits
  • Any other necessary adjustments to employee wage and tax amounts

In the fourth quarter, before December 31, you must update missing totals for your employees and run any bonus payrolls. If you have to run a special payroll (to process manual checks, voided checks, or third party sick payments) after the last day of the quarter, government agencies may charge you with penalties and interest based on their deposit and filing deadlines for taxes. Tax Filing Clients: Amendment fees may apply.

View your employees' 2019 earnings and deductions in the Reports section of RUN Powered by ADP®.

Please contact your ADP® Service Team if any changes need to be made to prior quarters.

The U.S. Department of Labor's Final Overtime Rule goes into effect on January 1, 2020. Please make sure all exempt employees meet the new minimum salary requirements, in addition to still qualifying under existing duties tests.

The final rule:

  • Increases minimum salary requirements from $455 to $684 per week ($35,568 per year) for the administrative, professional (including the salaried computer professional) and executive exemptions.
  • Permits employers to use nondiscretionary bonuses, incentive payments and commissions, that are paid at least annually, to satisfy up to 10 percent of the minimum salary requirement for administrative, professional and executive exemptions.
  • Increases the total annual compensation requirement for the "highly compensated employee" exemption from $100,000 to $107,432 per year(at least $684 must be paid on a weekly salary basis).

If you have employees who fall beneath the new salary threshold, you can either:

  • Raise their salaries to meet the new requirement; or
  • Reclassify them as non-exempt and pay overtime whenever they work more than 40 hours per week.

To find additional information and resources on the new rule, please click here.

Important Note: Some states have their own salary requirements that already exceed the new federal rule. Some other states may decide to increase their salary thresholds based on the new federal rule. Review both federal and state law to determine whether an employee may be classified as exempt from overtime. If an employee is covered by both federal and state law but doesn't meet both sets of tests, consult with counsel to determine how you should classify the employee in that particular situation.

If any of your employees received temporary disability payments in 2019 from a third party, such as an insurance company or state agency, the total amount of these payments must be submitted to ADP® by January 1, 2020.

Sick pay should be included on either the employees' W-2s or on a separate form provided by the third party. If third-party sick pay is not reported by the third party, it must be included in your employees' W-2s. It is important that you obtain this information from the appropriate third party provider as soon as possible. These entries must be processed on or before your last payroll of the year to ensure that your Form 941 and W-2 reports are accurate.

Most carriers provide third party sick pay statements throughout the year; please use those statements to report the information no later than January 1, 2020. Please be aware if reported after this date, penalties for taxes due may be assessed and amendments may be necessary, as well as new W-2s needed.

To report third party sick pay:

  • Sign in to RUN Powered by ADP®
  • Click Payroll Home tab
  • Click on Third Party Sick Pay
  • Select the employee and key in the required information

Helpful tips when reporting:

  • Be sure to review your employee’s third party sick pay YTD (year-to-date) amounts on file to check for any previous dollars entered. Then verify the amounts are truly YTD amounts. This will help ensure the proper third party sick pay amounts are entered.
  • If you realize you need to report additional items after you have already processed your last payroll for the year, you will need to run a special payroll and date it: 12/31/YY (“YY” being the current tax year).
  • You will need to process a special payroll to include the third party sick pay reporting, otherwise, it will remain in pending items.

This may include manual checks and voided checks. Reminder: Please process special payrolls after manuals are entered and/or checks voided.

A fringe benefit is a form of compensation for the performance of services. For example, you provide an employee with a fringe benefit when you allow the employee to use a business vehicle to commute to and from work.

Any fringe benefit your company provides is taxable and must be included in the employee's pay unless the law specifically excludes it. The benefit is subject to taxes and must be reported on the employee's W-2. Click here for a list of fringe benefit earnings and where they appear on your employees' W-2s. In the Company Tab, select Earnings and Deductions then:

  1. Click Add Earning.
  2. In the Category field, select Fringe Benefits.
  3. In the Earning field, select the fringe benefit that you want to add. Click here for a list of fringe benefits.
  4. Click Save and go back to the Earnings and Deductions Info page. The fringe benefit is included in the Earnings list and is displayed as active.

* Helpful Hint: Services like company cars and gym memberships are taxable. Learn more about these benefits and how they are reported. You can also refer to Publication 15-B, The Employer's Tax Guide to Fringe Benefits, as prepared by the IRS.

All Vermont employers that are required to withhold income tax must report the total cost of employer-sponsored health care coverage.

The total cost paid by the employer and employee should be reported on the State Copy of the W-2 form in Box 12.

Unlike the federal mandate, employers with 250 or fewer employees are also required to report the total cost of employer-sponsored health care coverage.

In the Company Tab, select Earnings and Deductions then:

  1. Click Add Earning.
  2. In the Category field, select Fringe Benefits.
  3. In the Earning field, select the fringe benefit ER –Sponsored Healthcare.
  4. Click Save and go back to the Earnings and Deductions Info page. The fringe benefit is included in the Earnings list and is displayed as active.
  5. Enter the Healthcare amounts on each applicable employee.

Christmas Day is Wednesday, December 25 and New Year's Day is Wednesday, January 1. If your check dates fall on either of these dates, please adjust them to avoid delaying your employees' direct deposits.

Heads up! There will be no payroll deposits on Wednesday, 12/25 or Wednesday, 1/1. Payrolls processed on Tuesday, 12/24 or Tuesday, 12/31 will be deposited one day later than the scheduled pay date.

Before December 31, 2019

Based on the information we have for your company, RUN Powered by ADP (RUN) can help you determine if you have any ACA reporting requirements.

  1. Login to RUN
  2. On the homepage, select the Home tab
  3. Under Human Resources, select Affordable Care Act
  4. View your 2019 employee count and follow the prompts to determine if you have any reporting requirements.

Note: Please check with your respective states for individual reporting requirements.

Using the Quarterly Tax Verification report on the Reports page, verify the following information for the company:

  • Tax IDs
  • Legal name
  • Legal address
  • Federal, state, and local (if applicable) tax identification numbers
  • State unemployment rates

If you find an error, contact your ADP® Service team.

W-2s will be available for download in your RUN account. Follow these steps to access your W-2s:

  • Go to the Reports tab
  • Select W-2s
    • Note: This page includes a link to each year you had W-2s. It also lists the date the tax statements were created.
  • Click the link for your desired year and form
  • Download and/or print

Note: Up to three years of tax statements are available, where applicable.

Some jurisdictions require that you provide an EITC notification to each of your employees with their annual tax forms. If your business is located in one of these jurisdictions, click the link to access and print the applicable notification.

Additional information on the Earned Income Tax Credit can be found on your jurisdiction’s website.

*Maryland requires employers to provide the notification to employees by December 31.

Although you can process a bonus payroll at any time during the year, many are processed at the end of the year.

There are two types of bonus earnings available in RUN Powered by ADP®: Bonus and Supplemental Bonus. It’s important to use the appropriate earning because each one is taxed differently.

  • Bonus earning: the bonus payroll is taxed at the regular rate, the same as a normal payroll.
  • Supplemental Bonus earning: the bonus payroll is taxed at the supplemental wage rate for federal income tax. For 2019, the federal rate is a flat 22% up to $1 million and 37% for amounts exceeding $1 million. 

To be sure that your W-2 amounts are correct, process your bonus payrolls before the end of the year.

If you want to surprise your employees with the bonus, consider processing a special bonus payroll after you run your regular payroll. That way, the bonus amount won't be included in the year-to-date total.

If your federal tax liabilities for the bonus payroll are over $100,000.00, the taxes must be deposited the business day after the check date.

Large Bonus Payrolls: In addition to federal regulations, ADP also applies certain restrictions to large bonus payrolls that may require a wire transfer prior to the check date. If these restrictions apply to your bonus payroll, ADP will provide you with the necessary wire instructions by the next business day after the bonus payroll has been processed.

Note: Your account will be placed on hold if you attempt to process a third payroll within a four-hour span AND have completed a direct deposit change within the last 24 hours. Please keep this in mind as you're processing your payrolls!

* Helpful Hint: Learn more about how to process a bonus payroll here.

Run your last scheduled payrolls for the year, including bonus payrolls and special payrolls necessary to account for any outstanding manual checks, voided checks, third party sick payments, or adjustments.

The last day you can submit the final 2019 payrolls with a check date in December is 12/31. Payrolls submitted after 12/31 may incur penalties and interest charges.

If you have to run another payroll before the end of the year, you will have to review your company, employee, and contractor totals again.

Important: If an employee receives payment in the next year for days worked in the current year, earnings and deductions are reflected in the new year. Payroll taxes are based upon the date wages are paid, not the date wages are earned.

Please review the W-2 Preview report to verify the following information - spelling of employees' names, social security numbers, addresses, and wages. 

You can view your tax forms by logging into RUN Powered by ADP®, clicking on the View Reports icon on the homepage, and selecting Tax Records/Filing under the Taxes tab.

If you have a retirement plan through an administrator other than ADP® and any of your employees are set up with a retirement plan catch-up deduction, both the regular and catch-up deductions will automatically come out of the first payroll of 2020 unless you request a change. Be sure to report any changes with your first payroll of 2020.

  1. Starting Point: Employees > Directory
  2. Click on the employee and select Earnings and Deductions.
  3. Scroll to the bottom of the page, where the deductions are listed.
  4. Click Edit for the catch-up deduction you want to stop.
  5. Click Stop Deduction.

January & February

Before Your First Payroll of 2020

If you have 1099/Contractors, you will need to order your 1099 paper stock. Click here to order. 1099 paper stock is also available on Amazon or Staples®. 

If you elected to have your PTO Balances cleared* at the end of the year, please note PTO Balances are not cleared from RUN Powered by ADP® on the first day of the new year. They are cleared when the first payroll, with a check date in the new year, is processed.

To ensure balances are cleared, the Clear Balances At Year-End box must be checked before the first payroll of the Default Accrual Period is processed. The Default Accrual Period is set on the Company level and can be overridden on the Employee level.

If you want to clear the Carried Forward amount after the start of the Default Accrual Period, navigate to Employees > Paid Time Off for the employee. Make any needed adjustments to the employee's Carried Forward amounts.

* Be sure to check any applicable paid sick leave law record retention requirements, prior to clearing any employee paid sick leave information.

The first payroll of the year is the perfect time to review and update your employee deductions, such as:

  • Medical
  • Dental
  • Life Insurance
  • Retirement deductions such as 401(k)
  • Other voluntary deductions

Your state may have updated its W-4 form. Make sure that you’re using the correct form by checking the Internal Revenue Service (IRS) website here: https://www.irs.gov/tax-professionals/government-sites

If you have a retirement plan through an administrator other than ADP® and any of your employees are set up with a retirement plan catch-up deductions, both the regular and catch-up deductions will automatically come out of the first payroll of 2020 unless you request a change. Be sure to report any changes with your first payroll of 2020.

  1. Starting Point: Employees > Directory
  2. Click on the employee and select Earnings and Deductions.
  3. Scroll to the bottom of the page, where the deductions are listed.
  4. Click Edit for the catch-up deduction you want to stop.
  5. Click Stop Deduction.

The Affordable Care Act (ACA) requires certain employers to report health coverage information to their employees and the IRS annually.

Your resources:

Note: Please check with your respective states for individual reporting requirements.

Click here to get complete 2020 Payroll Wage/Tax Information by State. If any changes apply to your business, be sure to update the information in RUN Powered by ADP®.  

Click here to get complete the 2020 Payroll Wage/Tax Information by State. If any changes apply to your business, be sure to update the information in RUN Powered by ADP® (RUN).

     If you receive a new state unemployment insurance (SUI) rate notice for 2020, please send the notice to sui.rate.update@adp.com. On the cover sheet, note your Company Name, IID and Branch and Company Code, which can be found on the bottom left side of your RUN account.

You will receive an auto confirmation that your email was received. The rate will be updated within 24-48 hrs. of receiving the email.

Georgia Employers: The Georgia Department of Labor (GDOL) announced that they are no longer mailing their Annual UI Tax Rate Notices to employers. You will need to log into the GDOL Employer Portal https://dol.georgia.gov/ to retrieve your rate change notice.

You and employees (with Employee Access®) will be able to view your W-2s and 1099s on or around January 5, 2019. Please review online or via Employee Self Service prior to receiving the package with the physical forms. Ensuring information is accurate before January 9 will help you avoid amendments and fees if forms need to be revised.

* Helpful Hint: Make sure you distribute W-2s and/or 1099s to your employees/contractors by January 31, 2020.

Second Week of January

Martin Luther King, Jr. Day is Monday, January 20. If your check date falls on this date, please adjust it to avoid delaying your employees' direct deposits.

End of January 2020

You can review the forms ADP files on your behalf by logging into RUN Powered by ADP® and going to Quarter Tax Verification under the Reports tab. 

ADP® does not file your 1099-MISCs. If you have 1099-MISCs, you are responsible for filing them and a 1096 with the appropriate agencies by their required due date. Form 1099-MISC is the miscellaneous income form that employers must file for non-employees who are paid compensation of $600.00 or more (including fees, commissions, prizes, and awards) during the year.

REMINDER! You can view and print your contractor(s) 1099s in RUN Powered by ADP® (RUN) by going to:

  • The Taxes tab on the home page
  • Select 1099 Forms
  • Choose the 2019 Tax Year
  • Click Create Images
  • You will then be able to select the 1099 copy
  • Click Create PDF to Print to print out your 1099 Form(s)


IMPORTANT: You must print your forms on 1099 paper stock. If you need to purchase, click here. Once you’ve loaded your stock paper into your printer, be sure to print the form in the correct order.

 You will be able to print the following forms online:

  • 1099 Copy A - For Internal Revenue Service Center (federal filing copy)
  • 1099 Copy B - For your contractor
  • 1099 Copy C - For the employer 
  • 1096 -Annual Summary and Transmittal

Please note: 1099-MISCs must be in your contractor(s) hands by January 31, 2020. The filing of Form 1096 is due by 1/31/20.

Employees and contractors can download their W-2s or 1099s online with Employee Access® at myAccess.adp.com. Employees can register for access at any time.

Note: Employers can go to the Employee Profile in RUN and click Employee Access to reset an account

January 31, 2020

January 31, 2020 is the deadline to distribute W-2s to your employees or 1099s to your contractors.

Check your envelope size. The price to mail a 1 oz, first-class letter (standard-size) is 55 cents. If it weighs more than 1 oz, additional postage will be required.

Some jurisdictions require that you provide an EITC notification to each of your employees with their annual tax forms. If your business is located in one of these jurisdictions, click the link to access and print the applicable notification.

Additional information on the Earned Income Tax Credit can be found on your jurisdiction’s website.

Resources

Year-End Checklist: This printable checklist helps you keep track of important year-end tasks.

Fringe Benefits Details: Understand the types and where they're reported on W-2s.

Processing a Special Bonus Payroll: Learn how to run a special bonus payroll.

2019 Payroll Calendar: Keep track of bank holidays and other important dates.

2020 Payroll Calendar: Keep track of bank holidays and other important dates.

Federal Tax Reform: Learn more about the Federal Tax Reform.

Employee Access®: Save time and empower your employees with online access to their payroll information.

The Bridge: Network with other small business owners.

Spark Powered by ADP® Blog: Helping ignite the power of your people.

Accountant ConnectSM: A one-stop shop for your accountant and an easy way to stay connected!

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