Tax & Accounting Blog

Payroll Filing Deadlines for 2018

Accounting Firms, CS Professional Suite Payroll Solutions, Payroll March 1, 2018

Let’s review certain payroll filing deadlines for the new year. As you’re reading this, the deadline has passed for filing employer copies of federal W-2s (and most states) and 1099s that have box 7 data (non-employee compensation), as well as distribution of employee copies and recipients of 1099s with box 7 amounts.

1095-Cs to employees were extended to February 28. Employer copy filings stay at February 28 for paper filers and March 31 for electronic filers (although in 2018 the deadline is April 2, since March 31 falls on a Saturday).

Below is a state list of W-2 filing deadlines:

Electronic State W-2 Due Dates – 2018
State Date State Date
AK None MT Jan. 31 (new 2018)
AL Jan. 31 NC Jan. 31
AR Jan. 31 (new 2018) ND Jan. 31
AK Jan. 31 (new 2018) NE Jan. 31
CA N/A NH None
CO Jan. 31 NJ Last day of Feb.
CT Jan. 31 NM Last day of Feb.
DC Jan. 31 NV None
DE Jan. 31 (new 2018) NY N/A
FL None OH Jan. 31
GA Jan. 31 OK Feb. 28
HI Last day of Feb. OR Jan. 31
IA Jan. 31 PA Jan. 31
ID Jan. 31 (new 2018) PR Jan. 31
IL Jan. 31 (new 2018) RI Jan. 31
IN Jan. 31 SC Jan. 31
KS Last day of Feb. SD None
KY Jan. 31 TN None
LA Jan. 31 TX None
MA Jan. 31 UT Jan. 31
MD Jan. 31 VA Jan. 31
ME Jan. 31 (new 2018) VT Jan. 31
MI Feb. 28 WA None
MN Jan. 31 (new 2018) WI Jan. 31
MO Jan. 31 WV Feb. 28 (may change to Jan. 31)
MS Jan. 31 WY None

 

In addition, here is a list of state 1099 filing deadlines:

Electronic State 1099 Misc Due Dates
State Date State Date
AK None MT Feb. 28
AL Jan. 31 NC Jan. 31
AR Feb. 28 ND Jan. 31
AZ Feb. 28 NE Jan. 31
CA Mar. 31 NH None
CO Jan. 31 NJ Last day of Feb.
CT Mar. 31 NM Last day of Feb.
DC Jan. 31 NV None
DE Jan. 31 NY N/A
FL None OH Jan. 31
GA Jan. 31 OK Feb. 28
HI None OR Jan. 31
IA Jan. 31 PA Jan. 31
ID Feb. 28 PR Jan. 31
IL None RI Jan. 31
IN Jan. 31 SC Jan. 31
KS Last day of Feb. SD None
KY Jan. 31 TN None
LA Jan. 31 TX None
MA Jan. 31 UT Jan. 31
MD Jan. 31 VA Jan. 31
ME Jan. 31 VT Jan. 31
MI Feb. 28 WA None
MN Feb. 28 WI Jan. 31
MO Feb. 28 WV Feb. 28
MS Mar. 31 WY None

 

Penalties for late filings can be very costly. If for any reason you miss a deadline, file the forms as soon as possible. Below is a chart showing federal penalties for late filings. These penalties are automatic.

Federal Facts — W-2/1099 Penalty Increases for 2018
Days Late Expected Penalty
Up to 30 days $50/return; $547,000 max.; $191,000 small business
31 days – July 31 $100/return; $1,641,000 max.; $547,000 small business
Aug. 1 – later $270/return; $3,282,000 max.; $1,094,000 small business

 

Intentional disregard penalty under IRC 6721 — The intentional disregard penalty for information returns due between January 1, 2018 and December 31, 2018 is projected to be $540 per return, or if greater, 10% of the amount required to be shown on the statement (without any limit on the maximum penalty in a calendar year). The intentional disregard penalty for information returns due between January 1, 2017 and December 31, 2017, is $530 per return, or if greater, 10% of the amount required to be shown on the return (without any limit on the maximum penalty in a calendar year).

Failure to furnish correct payee statement (employee’s copy of Form W-2, recipient’s 1099) — Code Sec. 6722 imposes a penalty for failure to furnish a payee statement on time, failure to include all the information required to be shown on the statement, or including incorrect information. For payee statements required to be furnished in 2018, the penalty for failure to furnish correct payee statements is $270 per statement, up to $3,282,000 per year ($1,094,000 for small businesses). The maximum penalty is $3,282,000 in 2017 ($1,094,000 for small businesses).

The penalty for any failure corrected within 30 days is projected to be $50 per statement in 2018 (same as in 2017), up to an annual maximum penalty of $547,000 ($191,000 for small businesses). The maximum penalty is $536,000 in 2017 ($187,500 for small businesses).

The penalty for any failure corrected by August 1 is projected to be $100 per statement in 2018 (same as in 2017), up to an annual maximum penalty of $1,641,000 ($547,000 for small businesses). The maximum penalty is $1,609,000 in 2017 ($536,000 for small businesses).

Intentional disregard penalty under IRC 6722 — The intentional disregard penalty for payee statements required to be furnished in 2018 is projected to be $540 per statement or, if greater, 10% of the amount required to be shown on the statement (without any limit on the maximum penalty in a calendar year). The intentional disregard penalty for payee statements required to be furnished between January 1, 2017 and December 31, 2017, is $530 a statement or, if greater, 10% of the amount required to be shown on the statement (without any limit on the maximum penalty in a calendar year).

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