Year End Tasks and Timeline

Task

Deadline

Task Steps and Additional Notes

Submit Q3 Payroll Adjustments

11/15/24

Run the 'Payroll by Pay Date' report and review employee totals for earnings and deductions:

Task Steps:

1. Navigate to the Workforce Reports page.

2. Download the Payroll by Pay Date report with the following settings:

   • Start Date: July 1st of the current year

   • End Date: September 30th of the current year

3. Review employee totals for earnings and deductions.

4. Submit payroll adjustments to R365 Support.

Refer to the Payroll Corrections Guide for additional information.

Remind Employees to Verify Their Personal Information

11/15/24

Prior to W-2 generation, employees should review and confirm that all of their personal information is accurate. W-2s will report each employee's name and address as it appears on their Employee Record.

The My Pay section of the R365 Mobile App allows employees to review and update the following:

• First, Middle, & Last Names

• Address

• EIN/SSN

  To access the 'My Pay' section of the R365 Mobile App, employees must have App Access, and their payroll onboarding must be initiated or completed.

Review the 'Unverified TIN' Report and Resolve Issues

12/02/24

To reduce tax filing delays, ensure that all employees have the correct TIN on file.

R365 submits employee information to the Social Security Administration for TIN verification weekly. Employees whose names or TINs do not match the Social Security Administration's records will fail the verification and appear on the Unverified TIN report.

These employees should be reminded to update their personal information to match their legal name and TIN via the My Pay section of the R365 Mobile App. Once updated, R365 will automatically re-process the verification weekly.

Submit Quarter-to-Date Payroll Adjustments

12/06/24

Run the 'Payroll by Pay Date' report and review employee totals for earnings and deductions:

Task Steps:

1. Navigate to the Workforce Reports page.

2. Download the Payroll by Pay Date report with the following settings:

   • Start Date: October 1st of the current year

   • End Date: Current date

3. Review employee totals for earnings and deductions.

4. Refer to the Payroll Corrections Guide for instructions on payroll corrections for the current quarter.

5. Submit payroll adjustments to R365 Support.

Refer to the Payroll Corrections Guide for additional information.

Verify Employee Information

12/06/24

Run the 'Employee Census' report and review employee names, addresses, and payroll statuses for accuracy and missing information:

Task Steps:

1. Navigate to the Workforce Reports page.

2. Download the Employee Census report with the following settings:

   • Employee Status: All

   • As Of Date: Current Date

3. Check for missing employees.

4. Check for duplicated employees.

5. Confirm that separated employees are in the correct status.

6. Review employee names for obvious errors.

7. Review employee addresses for obvious errors.

8. Update inaccurate information and process outstanding separations.

Verify and Update Payroll Company Information

12/13/24

The tax contact and company information displayed on the Company Tax Profile page is used by R365 throughout the end-of-year process. Please confirm that the information listed is accurate.

Task Steps:

1. On the Company Tax Profile page, review and verify the following:

   • Payroll Company Name

   • Payroll Company Address

   • Federal Employer Identification Number (FEIN)

   • Payroll Company Tax Contact

2. Submit updates to R365 Support.

Process Employee Separations

12/23/24

Prior to the final 2024 pay period, all employees who are no longer employed at a location associated with a payroll company should be separated from that payroll company on their Employee Record.

Learn more about employee separations.

Employees who work at multiple locations associated with multiple payroll companies can be separated per payroll company, and do not need to be separated from all associated payroll companies.

Process Final Payroll of 2024

12/27/24

Review, approve, and submit the final pay run for 2024 by 11 am MST on 12/27/2024 to ensure wages are included for 2024 filings.

Holiday Payroll Processing

12/25/2024 is a bank holiday and pay runs will not be processed on this date. For pay runs with an expected pay date of 12/25/24, the pay date must be moved to either 12/24/2024 or 12/26/2024.

Pay runs with an expected pay date of 12/26 must be submitted before 11am MST on 12/22 due to the 12/25/24 bank holiday. Pay runs submitted after the deadline on 12/24/2024 and prior to 12/26/2024 will have their pay date adjusted to 12/27/2024.

Submit End-of-Year Payroll Adjustments

12/31/24

After the final pay period, it is recommended to review all payroll processed for the full year. Refer to the Payroll Corrections Guide for additional information.

Task Steps:

Run the 'Payroll by Pay Date' report and review employee totals for earnings and deductions:

1. Navigate to the Workforce Reports page.

2. Download the Payroll by Pay Date report with the following settings:

   • Start Date: January 1st of the current year

   • End Date: December 31st of the current year

3. Review employee totals for earnings and deductions.

4. Submit payroll adjustments to R365 Support.

Payroll corrections for 2024 submitted after 12/31/24 will require a W-2C request.

Remind Employees to Update W-4s

12/30/24

Prior to the first pay run of the new year, remind employees to update their W-4 forms via the My Pay section of the R365 Mobile App.

Verify Tax Jurisdictions and Update 2024 SUI and SDI Contribution Rates

12/31/24

Prior to processing the first pay run of the year, the tax jurisdictions and SUI/SDI contribution rates should be confirmed.

Task Steps:

1. On the Company Tax Profile, review and verify the following for the new year:

   • State Unemployment Insurance (SUI) Contribution Rate

   • State Disability Insurance (SDI) Contribution Rate

   • All expected jurisdictions are listed and active

   • Jurisdiction details are correct:

     • State

     • Name

     • Tax Type

     • Filing Frequency

     • Account Number

To update an SUI Contribution Rate:

1. Obtain a copy of the associated 2025 rate notification:

   • Rate notifications are typically provided by each state prior to the end of the year.

   • Most states also provide downloadable rate notifications on their state portals.

2. Submit a rate change request to R365 Support.

3. Attach a copy of the associated rate notification to the rate change request.

   Rate change requests will not be processed if the associated rate notification is not attached.

Review Finalized W-2s & Submit W-2Cs

1/03/25

W-2s will be available for review starting on 1/3/2025.

Utilize the 'W-2 Details' report to examine the formatting and content of W-2 data. Compare the information from the 'W-2 Details' report with the 'Payroll by Pay Date' report for the entire year.

• Confirm the accuracy of totals per employee.

• Ensure that all boxes on the W-2 form are correctly filled with the appropriate data.

• If discrepancies are identified, submit data placement and employee total issues to R365 Support.

• Coordinate with R365 Support for updates on W-2 corrections and additional W-2C instructions.

Any changes to a finalized 2024 W-2 will require a W-2C request. Submit all W-2C requests to R365 Support.

Refer to the Payroll Corrections Guide for additional information.

Inform Employees that Paperless W-2s Are Available

01/31/25

After W-2 filing is completed, R365 will automatically publish paperless W-2s for employees on 1/10/25. All employees will be able to access their tax documents via the 'My Pay' section of the R365 Mobile App.

Mail Paper W-2s

01/31/25

Paper W-2s will be printed and shipped to the company address. These W-2s must be mailed to employees with a postmark of 1/31/25 to ensure IRS compliance.

PDFs of paper W-2s will be uploaded to the 'Documents' folder when W-2s are published on 1/10/25. Learn more about Printing Paper W-2s