What's covered in this guide?
How tax filing works
When you run payroll, taxes are withheld from your employees' wages and calculated on your behalf each pay period. These include:
Federal income tax: withheld from employee wages based on their W-4
Social Security and Medicare (FICA): withheld from employee wages, with a matching employer contribution
Federal unemployment tax (FUTA): paid by the employer
State income tax: withheld from employee wages based on their state withholding certificate (where applicable)
State unemployment tax (SUTA): paid by the employer
Other state taxes: such as Paid Family & Medical Leave (PFML)
Local taxes: withheld or paid where applicable based on your configured tax jurisdictions
Tax withholdings are collected from your bank account when you post each pay run. Workforce then files the required tax returns and remits payment to the appropriate federal, state, and local agencies on your behalf — you do not need to file or pay these yourself.
To view your tax filings, navigate to:
Payroll → Payroll Settings → Tax Filings
Quarterly reconciliation
Payroll taxes are reconciled on a quarterly basis following the IRS calendar:
Quarter | Period | Filing Deadline |
Q1 | January – March | April 30 |
Q2 | April – June | July 31 |
Q3 | July – September | October 31 |
Q4 | October – December | January 31 |
At the end of each quarter, Workforce reconciles all taxes withheld, calculated, and deposited.
Taxes are filed and paid before the end of the first month of the following quarter
Actual tax liability is compared to collected amounts
Differences are automatically collected or refunded
Small discrepancies may occur due to:
Rounding across pay runs
Mid-quarter rate changes
Corrections during the quarter
Note: No action is required from you. Any adjustments will appear in your tax filing packet.
What’s included in your tax filing packet
After each quarter, a tax filing packet is uploaded to your Tax Filings page. It includes:
Copies of all tax filings
(e.g., Form 941, state withholding returns, state unemployment returns)Tax calculations and reconciliations
Breakdown of how your tax liability was calculated, including adjustmentsHistory of collections and deposits
Record of all tax collections and payments made during the quarter
This packet serves as your official record of tax compliance. Retain it for your records.
Switching payroll providers mid-year
If you switch to Workforce during the year:
Year-to-date totals remain accurate
Prior wages, withholdings, and contributions are carried forwardYear-end forms are complete
W-2s reflect the full year, not just Workforce payrollQuarterly filings stay accurate
Includes data from both providers if switching mid-quarter
You’ll need a year-to-date payroll summary from your previous provider during onboarding.
Switching payroll providers mid-quarter
If switching mid-quarter:
Your previous provider has collected quarterly taxes but not filed returns
They should refund those quarterly tax funds to you
Workforce will then collect those funds to file the full quarter
Note: This is not a double charge — it ensures accurate filing under one provider.
Year-end filings
Workforce also handles annual filings, including:
Form W-2 — employee wage and tax reporting
Form W-3 — summary of W-2s
Form 1099 — contractor earnings
Form 940 — federal unemployment (FUTA) return
State annual returns — where required
Year-end filing packets are typically available in January following the tax year.
Amendments and corrections
If an error is identified after filing:
Workforce files amended returns with the appropriate agency
Updates are reflected in your Tax Filings page
If you notice an issue, contact Workforce support to review and correct it.
Corrections are not included in your subscription fee, so be sure to check with your support contact to see what amendments are required and what the fees are.
Frequently Asked Questions
Do I need to file or pay taxes myself?
No. Workforce handles all filings and payments. You only need to run payroll and ensure sufficient funds.
What if I owe additional taxes after reconciliation?
The difference will be automatically collected — no action required.
What if I overpaid taxes?
Overpayments are automatically refunded during reconciliation if they have not yet gone to the tax agencies. If they have already been paid to the agencies, a credit will carry over to the next quarter or the agency will refund you. Check with your support contact if you have questions about a pending refund or credit.
When will I see my tax filing packet?
Before the end of the first month following the quarter.
What forms are included in the quarterly packet?
Typically:
Form 941
State withholding returns
State unemployment returns
Reconciliation calculations
Deposit history