Updated for calendar year 2025
Please refer to the year-end guide for monthly calendars with deadlines, important information and need-to-know items, downloadable forms, and more.
Need to Know:
Please submit your year end payrolls as soon as possible! Late payrolls could incur premium processing fees.
In December:
Verify all
employee information
Christmas
Day - banks closed
Last Friday - Recommended
last day to run payroll
Important January Dates:
New
Year's Day: Payroll Processors and Banks closed
First week: Year-end, W-2, and 1099 packages begin to be available online
First week: Make any changes to W-2s without a W-2c
3rd week: W-2/1099 packages begin shipping
1/31 - Deadline: Postmark/distribute W-2s & 1099s
Resources:
- Verify Employee Info: Click here for the Employee Year-end Checklist
- Verify Employer Info: Click here for the Employer Year-end Checklist
- Fringe Benefits Form: Click here (i.e., Group Term Life, S-Corp Insurance, personal use of company car, etc.) should be reported with or before your final payroll of the year. All adjustments must be reported by the last business day of the year
- Bonus Payroll Form: Click here Payrolls using a check date of December 31, must be processed on or before the last business day of the year, to ensure timely tax deposits and to avoid costly penalties
- Ensure all manual and voided checks for the year are reported on or before the last business day of the year. This includes 1099-NEC (Non-employee Compensation) payments to contractors that have yet to be reported.
- FAQ: Click here for important reminders
Heartland will file, generate, and ship any W2s and 1099s around the 2nd week of January. These will be shipped to the client address that they have on file. Any employees that have been paid through our system will have a 1099 or W2 generated for them.
If you have any questions please contact your payroll specialist
Thank you!