Welcome to Paychex Tax Filing Resources Site

Paychex strives to provide up-to-date federal and state tax filing information at your fingertips. This resource site is your one-stop for the latest quarter-end and year-end payroll and tax filing regulations, as Paychex’s experts receive it. As always, if you have questions about how Paychex is handling these regulations, reach out to your service specialist; if you have questions about how this impacts your business, contact your tax professional or attorney.

What you’ll find here:

  • Regulations and law changes resulting from the COVID-19 pandemic response
  • Topics that are relevant based on the time of year, upcoming tax law changes that may affect you and/or your employees, and easier quarter-end reporting. The most recent information and updates will be posted at the top of the page.
  • Regular updates throughout the year as new information becomes available.
  • When we add topics to the site, you'll receive email notification with links to specific topics that may interest you.

Please “bookmark” this page on your favorite browser for easy access throughout the year.


Coronavirus (COVID-19) Information
During the COVID-19 pandemic, there is additional required Year-End Reporting and considerations including:

  • W-2 reporting on qualified sick leave wages and expanded family leave wages paid under the Families First Coronavirus Response Act (FFCRA).
  • Forms W-2 and Employee Shared Responsibility (ESR) services business continuity plans.
  • Employee Retention Credit – employers can report the employee tax credit taken in second, third, and fourth quarters on the fourth quarter 2020 Form 941.
  • Employer and Employee Social Security Tax Deferral information.

Go to Customer Support during COVID-19 FAQs for more information on all business topics related to this COVID-19.
The coronavirus (COVID-19) situation is rapidly evolving. Paychex is prepared to help you stay informed and navigate potential business challenges. Check out the online resource center on paychex.com including information on workplace health, business continuity, and answers to frequently asked questions. Please check back often for updated information.
In response to the COVID-19 pandemic, state and local governments continue to issue new and modify existing executive orders. At the same time, the federal government is providing additional guidance to help keep people safe and coordinate re-opening efforts.

At Paychex, we realize the challenges this represents and want to help you navigate these regulations. We’ve created a COVID-19 Resources by State webpage with details on your state’s response, plus other valuable information such as:

  • Stay-at-Home or Shelter-in-Place orders
  • Collection processes
  • Leave regulations
  • Links to additional resources (state Department of Labor, state COVID-19 pages)

These state pages are part of our Coronavirus Help Center, where you can gain access to additional free resources that are updated daily with information about relief and loan programs, return to work procedures, and much more. Plus, you’ll have an opportunity to register for webinars where our HR professionals, compliance experts, and legal team share insights and best practices on managing your business through this pandemic.

Operational Information – Chat Support and Package Pickup
A: Because of COVID-19, you cannot pick up your Quarter-End or your W-2 package at a Paychex service location as our offices are temporarily closed. Be sure to contact your Paychex payroll service representative to verify or change your delivery method and mailing address if necessary.
Effective November 30, Paychex’s Employee Online Service Center (EOSC) will begin supporting employee-level Paychex Flex® users exclusively via chat. Existing employee-facing phone numbers will provide directions on how to access our chat support service to get assistance with important tasks such as:

  • resetting passwords,
  • changing phone numbers,
  • unlocking accounts,
  • completing registration,
  • and much more.

If you have additional questions, please reach out to your service representative for more information.
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Access the Client Year-End Reference Guide to find information to help you prepare for year-end 2020, including COVID-19 impact on annual returns, including Forms W-2.

In November, the Client Tax Package Instructions will be posted for fourth quarter 2020. You can use this information with your quarter-end tax package.
To remember what you need to report at year-end, use the Year-End Checklist to make sure you report everything to Paychex for 2020 by Thursday, December 31, 2020.
To assist you with reporting year-end fringe benefits correctly, we’ve created the attached 2020 Year-End Fringe Report Worksheet along with instructions on another tab so you can report:

  • Employee(s) affected by the fringe benefit(s)
  • Where it should show on Form W-2 (if you know)
  • Amounts of the fringe benefit
  • Federal, state, and local taxes
  • Expected Net Pay

Note: Please feel free to forward this to your accountant as well.
The following states will increase their minimum wage rate(s):
Alaska
Arizona
Arkansas
California
Colorado
Florida
Illinois
Maine
Maryland
Massachusetts
Michigan
Minnesota
Missouri
Montana
New Jersey
New Mexico
New York
Ohio
South Dakota
Vermont
Washington

Attached is a list of minimum wages changes by state.

Many local jurisdictions will also be increasing their minimum wage rates this year. Employees covered by federal, state, and local minimum wage laws are generally entitled to receive the highest applicable rate.

We are happy to assist you in complying with these new minimum wage rates. Review your payroll to determine if your business and employees are affected by these changes or applicable local minimum wage rate increases and notify us of any necessary adjustments. Failure to comply with minimum wage laws may result in substantial penalties.

Important: Paychex will not make any changes to your payroll including employee pay rates, without your express instructions to do so.

If you have questions, please contact your payroll service representative.
The 2021 social security wage (OASDI) base limit is $142,800.00.00 with a maximum of $8,8853.60 in withholding. Medicare (HI) wages have no limit.

To find the following information, check out the 2021 Tax Bulletin:
  • Federal wage base limits
  • Retirement plan contribution limits
  • Health Savings Account (HSA) and High Deductible Health Plan (HDHP) limits
  • Information you can post for employees
This document contains bank and local Paychex office closings for the rest of 2020. For information about how these holidays may affect payroll processing, click here, 2020 Federal Banking Holidays.

We are happy to work with you to schedule your holiday payrolls. If you have any questions, please contact your Paychex service representative.

2020
Holiday closings for the remainder of 2020:

  • Thursday, November 26 Thanksgiving Day: banks and local Paychex offices closed
  • Friday, December 25, Christmas Day: banks and local Paychex offices closed
  • Friday, January 1, 2021, New Year’s Day: banks and local Paychex offices closed

Note: On the holidays that Paychex local offices are closed, you won’t have access to your normal payroll service representative; however, we have limited resources available 24/7 for emergencies.

2021
Attached is the 2021 Federal Banking Holidays information so you can plan payrolls for 2021. Please be aware that on the following holidays, banks will be open; however, Paychex will be closed:

  • December 24, 2021
  • December 31, 2021
To easily keep track of important dates, including bank closings, quarter-end processing and banking holidays, click here for the 2021 Payroll Calendar.
To ensure your Forms W-2 and tax returns are printed correctly for 2020, we encourage you to review company and employee data to verify this information is correct.

Paychex Flex/Core Advanced - If you have access to Online Reports, run the Company and Employee Data Verification Report. If you do not have access to Online Reports, you can request this report from your payroll service representative. Attached is information about what you should look for on the Company and Employee Data Verification Report.

Preview - Run report Rept0039 from your standard report queue. This report lists employee names, addresses, social security numbers (SSNs), and pension information. Contact your client service representative for assistance in running the report or making appropriate changes. Attached is information about verifying company and employee information on Rept0039.
Some SUI tax agencies are already sending out 2021 SUI rates. In most cases, Paychex won't receive notification of these rate changes directly from the agency. Please make sure you send these notices to Paychex as soon as you receive them so we can make sure your 2021 SUI payments are calculated and remitted using the correct rate.

Note: Some SUI tax agencies send these notices out as late as March 2021.
If you need supplies, such as a new Paychex binder, or other important forms, like Form I-9, visit the Paychex Store.



Glossary of Terms

ALE (Applicable Large Employers): In general, ALEs are employers who averaged 50 or more full-time employees, including full-time equivalent employees, in the previous year. This term is applicable to the Affordable Care Act (ACA); ALE employers have coverage guidelines to meet to avoid potential assessment. ALEs must file the associated information returns accurately and in a timely manner to avoid significant penalties.

Fringe Benefits: The value of personal use of company cars, or any other taxable cash or non-cash benefit, must be included on Form W-2.

Report these benefits before your last payroll for the year. Reporting taxable benefits with cash wages allows the appropriate withholding taxes to be deducted from employees’ checks. If these amounts are processed without wages, you may be required to pay the employee’s portion of social security and Medicare taxes.

Third-Party Sick Pay: Third-party companies are required to furnish employers with a sick pay statement of any disability insurance benefits paid to employees during the year. The statement must show the following information about each employee who was paid sick pay: employee name, employee SSN, sick pay paid to the employee, any federal income tax withheld, any employee social security tax withheld, and any employee Medicare tax withheld. If you are notified about this information after reporting the last payroll of the year, you should call your payroll contact as soon as possible.

If you have not already done so, please notify your insurance company that Paychex will include third-party sick pay on the Forms W-2 that we prepare for you. Since third-party sick pay may affect quarter-end and year-end returns.

Paychex
We’ll do the hard work of switching payroll companies

Changing payroll companies can be a hassle — but when you switch to Paychex, it’s our pleasure. We have the know-how and experience to take care of everything involved with switching payroll companies, from working with you to collect the necessary paperwork to balancing your year-to-date payroll data.

We can even get you up and running in as little as 48 hours after signing up. Simply provide some necessary paperwork and info (federal ID number, employee bank accounts, etc.) and, as your new payroll provider, we’ll take care of setting up your account. To make things go even faster, we’re often able to help you pull your data directly from your previous payroll company's system.

Paychex
Dedicated help every step of the way

Throughout the onboarding process you'll have a one-to-one service experience:

  • Sales representative will help you gather the necessary information.
  • Implementation specialist will audit back to the beginning of the year and process your first few payrolls for you.
  • Designated payroll specialist, who will be your one point of contact once you're fully onboarded, is 100 percent accountable to make sure you're taken care of.