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
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.

Quarter-End Taxes/Packages FAQs
A: According to our sources in Washington, DC, first quarter 2020 federal payroll tax filing and payments will not be delayed; therefore, we’re moving forward with our normal federal tax filing plans. If we learn otherwise, we’ll let you know as soon as possible.

We are actively monitoring changes at the state level as well. For links to tax agency information, go to State-by-State COVID-19 Resource Pages.
A: Because of COVID-19, you cannot pick up your Quarter-End package at a Paychex branch location as our offices are temporarily closed. Be sure to contact your Paychex representative to verify or change your delivery method and mailing address if necessary.

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The IRS updated Form W-4, Employee’s Withholding Certificate, for the 2020 tax year due to changes implemented following the 2017 Tax Cuts and Jobs Act (TCJA). The revisions are intended to “make accurate withholding easier for employees.”

As a result, many states reviewed their own withholding forms; attached is a list of the states, any changes made to forms in 2020, and links to the most updated state forms.
The SUI taxable wage base is the maximum amount of earned income that employers must pay for unemployment insurance tax on each employee in a year. These wage bases vary from state to state. For your convenience, attached is a one-page reference guide of all 2020 SUI wage bases with indications about what states wage bases increased, decreased, or stayed the same.
Access the Client Quarter-End Reference Guide to find information to help you prepare for first quarter 2020.

In early April, the Client Tax Package Instructions will be posted for first quarter 2020. You can use this information with your quarter-end tax package.
Access the Do you have any returns you need to file yourself because you’re a non-Taxpay client, or the agency requires you to file them? Click Quarter-End Package Instructions – First Quarter 2020 to find information to remit your returns.
To remember what you need to report at quarter-end, use the Quarter-End Checklist to make sure you report everything to Paychex for first quarter 2020 by Tuesday, March 31.
This material is current as of December 23, 2019, and is subject to change.

To assist you with planning, click here to see states with increased minimum wage rates effective January 1, 2020.

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 and notify us of any necessary adjustments.

Important: Paychex will not make any changes to your employees' payroll, including rate changes, without your express instructions to do so.
Banks will be closed on the following day, Paychex will be open:
  • Monday, February 17 – Presidents’ Day
Banks and local Paychex offices will be closed on the following day:
  • Monday, May 25, 2020 – Memorial Day
For information about how these holidays may affect payroll processing, refer to the following: On these days you may not have access to your normal payroll representative, but we have resources available 24/7.
The 2020 social security wage (OASDI) base limit is $137,700.00.00 with a maximum of $8,537.40 in withholding. Medicare (HI) wages have no limit.

To find the following information, check out the 2020 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
To easily keep track of important dates, including bank closings, quarter-end processing and banking holidays, click here for the 2020 Payroll Calendar.
Do you have questions about state W-2 filing on magnetic media or electronically? Check out the State and Local Updates.
Some SUI tax agencies are already sending out 2020 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 2020 SUI payments are calculated and remitted using the correct rate. 

Note: Some SUI tax agencies send these notices out as late as March 2020.
When Can I See My W-2 Online?
One of the most common questions your employees have at this time of year is "When can I see my W-2 online?"

Paychex Flex/Core Advanced Clients
Friday, January 10, 2020 – If you have EAO (Employee Access Online), your employees will be able to view their 2019 W-2s online.

Looking to help your employees access their W-2s in Paychex Flex? Click here for tips to get them logged in and on their way to quickly retrieving their online W-2s.

Preview Clients
Tuesday, January 14, 2020
– Employee Forms W-2 and 1099 for 2019 will begin appearing in HR Online. You'll be able to view your forms as soon as your payroll specialist has processed them. If you have questions, contact your Paychex representative

An Earned Income Tax Credit (EITC), is a benefit for working people who have low to moderate income. A tax credit means more money in some employees' pockets. It reduces the amount of tax they owe and may also give them a refund. Some states/locals require employers to notify their employees that they may be eligible for the EITC. 

We have received some additional Earned Income Tax Credit requirements.
  • California
  • Illinois
  • Louisiana
  • Maryland
  • New Jersey
  • Oregon
  • Texas
  • Virginia

Philadelphia, PA is the only local with EITC notification requirements.

  • Philadelphia EITC
  • Philadelphia Income – Based Tax Refund
Click here for more detail on the state requirements.
If you need supplies, such as a new Paychex binder, or other important forms, like Form I-9, visit the Paychex Store.
If any of your employees will be reporting income of $69,000 or less on their 2019 personal income tax return, they may be able to electronically prepare and file their income tax returns for free. To make sure they aren’t charged a fee, they should visit the New York State Tax Department at www.tax.ny.gov/pit/efile to access Free File software for both their federal and state returns.

Professional Employer Organization (PEO) Clients
Access the Client Quarter-End Reference Guide to find information to help you prepare for first quarter 2020.
To remember what you need to report at quarter-end, use the attached Quarter-End Checklist to make sure you report everything to Paychex for first quarter 2020 by Monday, March 30.



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.