2018 third-quarter payroll reminders

IRS Published Revenue Procedure 2012-32

As your Reporting Agent for payroll tax filings, the IRS Published Revenue Procedure 2012-32 requires us to send you the following information on a quarterly basis.

"Please be aware that you are responsible for the timely filing of the employment tax returns and the timely payment of employment taxes for your employees, even if you have authorized a third party to file the returns and make the payments. Therefore, the Internal Revenue Service recommends that you enroll in the US Treasury Department's Electronic Federal Tax Payments System (EFTPS)."

Recommended by the IRS and encouraged by myPay Solutions

To monitor your account and ensure that timely payments are being made for you, the IRS recommends that you enroll in the US Treasury Department's Electronic Federal Tax Payments System (EFTPS). To enroll online, visit EFTPS.gov or to get an enrollment form, call +1 800 555 4477.

Although there are no actions necessary, we encourage you to enroll in EFTPS if you'd like to monitor the payroll tax payments we make on your behalf.

Note: State tax authorities generally offer similar means to verify tax payments. For details, contact the appropriate state offices directly.

Submit all third-quarter payroll information by September 25

To avoid tax penalties and re-processing fees, please submit all second-quarter data to your Payroll Specialist by September 25, 2018.

Provide your 2018 State Unemployment Insurance (SUI) tax rate

Each calendar year, your business is assigned a unique, state-specific SUI tax rate based on your employment history. This rate is essential for accurate calculations of your tax returns, and incorrect rates could result in potential penalties for underpayment. Because states don't always provide us with updated SUI rate information, we rely on you to forward any tax rate information that you've received so we can close the gap on using outdated rates. If you've not already done so, please send your 2018 SUI tax rate to your Payroll Specialist, or you can send a fax directly to our tax team at +1 888 403 5750.

Ensure that your data is up to date

Please notify your payroll specialist of any changes or updates to the following:

  • Company data: Address, contact information, and bank account information.
  • Employee data: Personal data, payroll data, and W-4 updates. You should have a Federal Form W-4 Employee's Withholding Allowance Certificate on file for each employee, along with any applicable state and local withholding tax forms. A Form W-4 remains in effect until the employee gives you a new one. You are not required to obtain new W-4s for your employees each year unless they claim exemption from income tax withholding. Exempt W-4s expire on February 15 of the following year. If employees claim exemption, they must give you a new Form W-4 each year. If the employee does not provide a new W-4, withhold at Single/0 or use the last W-4 on file with filing status and allowances.

2018 holiday schedule

As noted below, myPay Solutions will be closed on certain days. These days are considered non-processing days and have been accounted for in all payroll data submission deadline schedules.

Please review your company's personalized schedule carefully to ensure that you're able to meet time submission deadlines.

  • Monday, September 3, 2018 (Labor Day)
    National bank holiday — myPay Solutions is closed
  • Monday, October 8, 2018 (Columbus Day)
    National bank holiday
  • Wednesday, November 21, 2018
    myPay Solutions will be closed at 1:00 p.m. ET
  • Thursday, November 22, 2018 (Thanksgiving)
    National bank holiday — myPay Solutions is closed
  • Friday, November 23, 2018 (Day after Thanksgiving)
    myPay Solutions will be closed
  • Monday, December 24, 2018 (Christmas Eve, observed)
    myPay Solutions will be closed at 1:00 p.m. ET
  • Tuesday, December 25, 2018 (Christmas Day)
    National bank holiday — myPay Solutions is closed
  • Tuesday, January 1, 2019 (New Year's Day)
    National bank holiday — myPay Solutions is closed

Questions?
For more information, contact your payroll specialist.

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