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Year-end Checklist for QuickBooks Online Payroll

Use this convenient year-end checklist to plan and track your tasks and activities in QuickBooks Online Payroll.

It's time to wrap up 2018 and get ready for 2019!

As you prepare for the end of the year, use the Checklist by Task and the Checklist by Date in the following sections to help you plan your work.

Year-end Checklist by Date

Review the deadlines and tasks outlined in the following sections to help plan your year-end tasks and activities.

Last day to submit direct deposit checks for 2018.

  • Update State Unemployment Insurance rates effective January 1, 2019
  • Ask employees to review and update W-4 and state withholding forms
  • Update employee information in your online payroll
  • Review and update any federal or state deposit schedule changes

Around this time, we start sending W-2 information in batches to the agency.

If you e-file, we recommend that you submit forms by January 29, 2019 sothey can be processed by the IRS due date of January 31, 2019.

  • Last date to distribute employee W-2 and contractor 1099-MISC forms
  • Last date to file employee's printed W-2s and contractor 1099-MISC forms with the agency(If you e-file, we recommend you submit forms on or before January 29, 2019 so they can be processed by the IRS due date of January 31, 2019)
  • File other federal forms, such as Forms 941/944 or 940

Year-end Checklist by Task

Review the end-of-year tasks outlined in the following sections to help you with year-end planning.

  • Run reports for year-end (Employee Details, Payroll Details, Tax and Wage Summary)
  • Confirm employee SSNs, legal names, and current addresses
  • Make sure all employee paychecks have been reported, including handwritten, commission, termination, and bonus checks
  • Verify employee wage and benefits are correct
  • Review sick and vacation settings, and confirm sick and vacation hours used
  • Review local tax rates and settings

  • Check direct deposit deadlines for final paychecks and bonuses
  • Include final payments for fringe benefits, commissions, and contributions

  • Before you file Form 940, review and record all state unemployment insurance (SUI) payments
  • File state forms (form names and due dates vary by state)

  • You may need to prepare 1099-MISC forms, especially if you paid at least $600 to a contractor or business during 2018
  • Prepare and mail each contractor a copy of Form 1099-MISC by January 31

QuickBooks Workforce (formerly ViewMyPaycheque) makes it easy! Employees who sign up for QuickBooks Workforce automatically get online access to their paycheck details and W-2s.

If the employee has no access yet, review the information in QuickBooks Workforce: Online Payroll FAQs to help them sign up.

  • Update your state unemployment insurance (SUI) rate, if necessaryIf your state agency notifies you that they have assigned a new state unemployment (SUI) rate for the 2019 tax year, you’ll need to update your SUI rate in your payroll account before your first payroll.
  • Federal and state agencies may assign new tax deposit schedules for your business. Make sure to update your deposit schedule under Taxes & Forms.

Download or save PDF Checklist

To download a PDF version of this checklist to print or save to your desktop, see Download PDF (print or save to your desktop)

Related year-end information

For more information about year-end due dates, see Year-end annual form agency due dates (Tax year 2018).

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