Late filing is one of the top critera for an IRS audit. To keep you and your business on time in filing, you then need to come up with a complete tax filing and form calendar.  I pulled together the key tax dates you need and the federal forms that must be submitted on those dates. The dates listed are the actual due dates, but if that due date falls on a federal holiday or weekend, the form or tax payment is due on the next business day. Though it is worth spending time to put your tax calendar into your outlook or any other type of PIM you have, put short notes on each date [e.i.: the tax form you should file on each date]. Setting reminder on each date will make it even perfect. Enjoy! 

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USA Tax Filing and Form Calendar for JANUARY

Employers should give their employees copies of their Form W-2 as soon as possible in January. The last possible date for mailing is January 31.

January 1: Federal holiday (New Year’s Day)

January 2: If you made advance payments for employees eligible for the earned income tax credit and they did not submit a new Form W-5, “Earned Income Credit Advance Payment Certificate,” showing continued eligibility, you should stop any future advance payments. You can restart these payments if a new form is submitted.

January 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

January 15:

  • If you need to make estimated tax payments for the previous tax year, they must be paid by this date. This payment is the final tax payment for the previous tax year.
  • If you pay your Social Security, Medicare, and withheld income tax on a monthly deposit, you should make that deposit by this date for the December payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the December payment by this date.

January 31:

  • W-2 forms, “Wage and Tax Statement,” for your employees must be completed and delivered to your employees by this date.
  • You also must deliver any required 1099 forms to your vendors or contractors. There are many different types of 1099s. These are the key ones that small businesses use: 1099-MISC—Miscellaneous Income: for most of your vendors or contractors, 1099-MSA: Distribution from an Archer MSA, 1099-R: Distributions from Pensions, Annuities, Retirement or Profit Sharing Plans, IRAs, Insurance Contracts, and so on.
  • If you are expecting any 1099 forms for dividends, interest, rents or any other payments you received during the year, you should get these forms by January 31.
  • If you did not pay your final tax installment on January 15, you can avoid a penalty for late payment of this installment if you file your tax return by this date.
  • You also need to file year-end reports for the federal government if you have employees. Form 940 or 940EZ, “Employer’s Annual Federal Unemployment (FUTA),” summarizes your payroll information for the year and is used to calculate your FUTA tax for the year. You won’t need to make a payment as long as you have made all the necessary contributions to FUTA during the year. The FUTA payment for the last quarter of the previous tax year is due by this date. Don’t forget to file any state unemployment forms as well if required by this date.
  • You should use Form 945, “Annual Return of Withheld Income Tax,” to report any non-payroll income tax withheld from employees. Your state also probably has forms that must be filed if you have employees:
  • Be sure you add any state requirements to this list. There are probably year-end forms required by the state or local governments for any taxes that might be due such as sales taxes, state FUTA taxes, or other tax payments unique to your state or business.

 

 
USA Tax Filing and Form Calendar for FEBRUARY

February 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.
February 15:

  • Your employees must file a new W-4, “Employee’s Withholding Allowance Certificate,” if they claimed tax-exempt status in the prior tax year to continue tax-exempt status in the current year. If an employee who claimed a tax exemption in the previous tax year has not filed a new W-4, you should begin withholding income tax from his pay.
  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the January payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the January payment by this date.

February 28:

  • If you have employees, you need to file your Forms W-2 along with Form W-3, “Transmittal of Wage and Tax Statements,” which summarizes your W-2 statements and transmits those statements. If you file your W-2 statements electronically, you have until March 31 to file them with the Social Security Administration.
  • You need to file Forms 1099 along with Forms 1096, “Annual Summary and Transmittal of U.S. Information Returns.” You must file one Form 1096 for each type of 1099 information return, such as a 1099-MISC. If you file these forms electronically, you have until March 31 to file them with the IRS.
  • You need to file Form 8027, “Employer’s Annual Information Return of Tip Income and Allocated Tips,” to summarize the annual tips reported through the year.

 

USA Tax Filing and Form Calendar for MARCH

March 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.
March 15:

  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the February payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the February payment by this date.

 

 
USA Tax Filing and Form Calendar for APRIL

April 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

April 15:

  • If you pay personal estimated tax payments, your first installment is due for the current tax year.
  • Personal income tax returns are due unless you filed a request for an extension. To request an extension, you should file Form 4868, “Application for Automatic Extension of Time to File U.S. Individual Income Tax Return.” To avoid paying a penalty and interest, you must also pay any tax due by this date.
  • If you want to make qualified IRA contributions for the previous tax year, you must make these contributions by this date.
  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the March payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the March payment by this date.
  • If you paid cash wages of $1,300 or more in the prior tax year to a household employee, you must file Schedule H, “Household Employment Taxes,” with your tax return.

April 30:

  • You must file Form 941, “Employer’s Quarterly Federal Tax Return,” if you have employees in order to report the Social Security, Medicare, and income tax withheld for the first quarter of the current tax year. If you deposit your taxes with this form you should also file a Form 941-V, which serves as a voucher. If you’ve paid the taxes in full and on time prior to this date, you have 10 additional days to file Form 941.
  • If the amount you must pay in federal unemployment tax for the first quarter is more than $100, you must deposit that payment by this date.

 

USA Tax Filing and Form Calendar for MAY

May 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

May 15:

  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the April payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the April payment by this date.

 
USA Tax Filing and Form Calendar for JUNE

June 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

June 15:

  • If you make quarterly estimated tax payments, your second installment is due by this date.
  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the May payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the May payment by this date.

 

USA Tax Filing and Form Calendar for JULY

July 4: Independence Day is a federal holiday. Banks and federal offices are closed, as well as many state offices and other businesses.

July 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.
July 15:

  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the June payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the June payment by this date.

July 31:

  • You must file Form 941 if you have employees to report the Social Security, Medicare, and income tax withheld for the second quarter of the current tax year. If you deposit your taxes with this form, you should also file a Form 941-V, which serves as a voucher. If you’ve paid the taxes in full and on time prior to this date, you have 10 additional days to file Form 941.
  • If the amount you must pay in federal unemployment tax is more than $100, you must deposit that payment by this date.
  • If you maintain an employee benefit plan, such as a pension plan, profit sharing or stock bonus plan, you must file Form 5500, “Annual Return of Fiduciary of Employee Benefit Trust,” or 5500-EZ for the previous calendar year. If you file your taxes on a fiscal year basis, then you must file the form by the last day of the seventh month after the plan year ends.

 

 
USA Tax Filing and Form Calendar for AUGUST

August 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.
August 15:

  • If you filed requesting a four-month extension on April 15 for your personal taxes, you must file your taxes for the previous tax year by this date. You can file Form 2688, “Application for Additional Extension of Time To File U.S. Individual Income Tax Return,” if you need an additional two-month extension to file your returns. Note that this additional extension requires a reason and approval by the IRS.
  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the July payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the July payment by this date.

 

USA Tax Filing and Form Calendar for SEPTEMBER

September 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

September 15:

  • If you make estimated tax payments, the third installment is due.
  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the August payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the August payment by this date.

 
USA Tax Filing and Form Calendar for OCTOBER

October 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips. Columbus Day is a federal holiday that falls on the second Monday in October. Banks and federal offices are closed, as well as many state offices and other businesses.
October 15:

  • If you received an additional two-month extension using Form 2688 for your prior year taxes, they are due on this date. No more extensions are possible.
  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the September payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the September payment by this date.

October 31:

  • You must file Form 941 if you have employees to report the Social Security, Medicare, and income tax withheld for the third quarter of the current tax year. If you deposit your taxes with this form, you should also file a Form 941-V, which serves as a voucher. If you’ve paid the taxes in full and on time prior to this date, you have 10 additional days to file Form 941.
  • If the amount you must pay in federal unemployment tax is more than $100, you must deposit that payment by this date.

 

USA Tax Filing and Form Calendar for NOVEMBER

  • During this month you should ask employees if they want to change their withholding allowances or tax status for the next tax year and provide the necessary W-4 forms for these changes.
  • You should alert any employees who filed for tax exempt status in the current tax year that they need to file a new W-4 for the next tax year if they want to maintain that status.
  • You should alert any employees who were eligible for earned income credit advances in the current tax year that they must file a new Form W-5 for the next tax year.

November 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

November 11: Veteran’s Day is a federal holiday. Banks and federal offices are closed, as well as many state offices and other businesses.
November 15:

  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the October payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the October payment by this date. Thanksgiving Day is a federal holiday that always falls on the fourth Thursday of the month. Banks and federal offices are closed, as well as many state offices and other businesses.

 

 
USA Tax Filing and Form Calendar for DECEMBER

December 10: You should collect Form 4070, “Employee’s Report of Tips to Employer,” from any employee who received $20 or more in tips.

December 15:

  • If you pay your Social Security, Medicare, and income taxes withheld on a monthly deposit, you should make that deposit by this date for the November payment.
  • If you withhold non-payroll taxes and you deposit these taxes monthly, you should deposit the November payment by this date.

December 25: Christmas Day is a federal holiday. Banks and federal offices are closed, as well as many state offices and other businesses.
December 31:

  • If you operate on a cash basis, this is the last day that you can make any payments and charge the amount against expenses for the current tax year or collect income. If you operate on an accrual basis, this is the last day you can book revenue or expenses for the current tax year. Many businesses call throughout the month of December for last minute checks due so they can report income in the current tax year. They also check with vendors for missing invoices so that they can record expenses in the current tax year. If you work on an accrual basis, just billing the client for payments that are due will allow you to book that income in the current tax year. The same is true provided you receive a written invoice for payables that are due.
  • If you want to deduct a Keogh plan contribution for the current tax year and have not yet set up the paperwork, you must establish the Keogh plan by this date in order to deduct that contribution.

 

 
USA Fiscal Year Businesses

If you file your taxes on a fiscal year basis, then your Form 1040 is due on the 15th day of the fourth month after the end of your tax year. Estimated tax payments are due on the 15th day of the fourth, sixth, and ninth months of your tax year. The final payment is due on the 15th day of the first month after your tax year ends. If you have employees, all of these dates are still the same for employee forms with one exception. Fiscal year filers must file Form 5500 or Form 5500-EZ on the last day of the seventh month after the plan year ends.