TAX NOTICES / EIN CHANGES

IRS Tax Deposit Notices:

Typically towards the end of the year, IRS will mail to businesses Notice 931—Deposit Requirements for Employment Taxes, if there is a change. 

Important:  Please notify your payroll specialist and send a copy as well.

Include your client number and name  on all correspondences.

State Unemployment Rate Notices

Also towards the end of the year, state agencies typically mail each business a Tax Rate Notice for the following year.  (Form C-22 in the case of Texas)

Important:  Please notify your payroll specialist and send a copy as well.

Include your client number and name  on all correspondences.

EIN Changes

Please notify a payroll specialist at least 2 business days prior to the first payroll on a new EIN to ensure proper taxation and reporting of wages

Where to send notices:

To ensure proper taxation and
to avoid any potential
penalties, be sure to contact
BHRS in regards to any agency
notice.

YEAR-END DEADLINES

December

Payroll Adjustments

All adjustments for 2008 should be called in on or before your last payroll for the year.  Adjustments may include:

• Manual / Void Checks
• Group Term Life
• Third Party Sick Pay
• Allocated Tips
• Auto Allowances / Personal use of Company Car

December 12

Year End Holdout Notification

If know ahead of time that you will need us to delay the printing of your 4th quarter or year end reports, please let us know by this date.

To avoid additional charges, please turn in all payroll adjustments before January or notify us ahead of time to delay your printing.

December 19

Employee Corrections

Please submit any employee changes found during the employee verification steps.  If no corrections are turned in, we will assume your W2’s will be ready to print.

January 16 - Fourth quarter and yearly reports will be sent out by this weekend

February 2 - Distribute W2’s to employees / if applicable, file 940 / 944 form.

EMPLOYEE INFORMATION VERIFICATION

Enclosed in this packet, you will
find a Company Data Letter & Employee Data Report listing current employees. 

Please review the following:

• Employee  Name
• Employee SSN
• Employee Address

An employee’s W2 wages are posted to their social security accounts based on the information provided.

Any variance between the Social Security Card and the above should be corrected with us as soon as possible.

Advise employees during November and December to compare their paycheck data to their Social Security Card and report any discrepancies to you.

If an employee’s name is different from their SSN card because of marriage, divorce, or legal action, they must apply for a new SSN Card

using the SS-5 Form (Visit our website to view this form).  Only after receiving the new card should you alter their records.

Need Assistance?

As a free service offered to our clients, we can print a special company memo on all checks & direct deposit vouchers to assist in notifying employees.

Contact one of our Payroll Specialists at (913) 491-5080 and request a company check memo.