The end-of-year payroll process begins in November and ends after W-2s are delivered in January.
The timeline below outlines required tasks, updated deadlines, and the sequence of reviews and adjustments needed for accurate year-end payroll and tax reporting.
End-of-Year Timeline
November - Mid-December
Review payroll for the first three quarters and verify all employee and payroll company details before year-end processing.
Tasks:
Submit Q3 payroll adjustments.
Remind employees to verify personal information.
Review the Unverified TIN report.
Submit quarter-to-date payroll adjustments.
Verify employee information.
Verify and update payroll company information.
Process employee separations.
December: Final Pay Run of 2025
Deadline: 11 am MT on Dec 26, 2025
Pay runs submitted after this deadline are paid in 2026.
Holiday Payroll Processing
Dec 25, 2025 is a bank holiday.
Pay runs with a Dec 25 pay date must move to Dec 24 or Dec 26.
Pay runs dated Dec 26 must be submitted before 11 am MT on Dec 24.
Runs submitted after this time process on Dec 29, 2025.
Task:
Process final payroll of 2025
December 27 – December 31
Begin Q4 review and complete final year-end adjustments.
Tasks:
Submit end-of-year payroll adjustments.
Remind employees to update W-4s.
Verify tax jurisdictions and update 2026 SUI and SDI contribution rates.
January 3 – January 5
W-2s are available for review on Jan 2, 2026.
Review W-2 data for accuracy and confirm all employee totals match the Payroll by Pay Date report.
Tasks:
Review finalized W-2s.
Submit W-2Cs, if required.
January 10 – January 31
Paperless and printed W-2s become available in January.
Tasks:
Inform employees that paperless W-2s are available.
Mail paper W-2s.
Year End Task List
Deadline: Nov 10, 2025
Submit Q3 Payroll Adjustments
Run the Payroll by Pay Date report and review employee totals for earnings and deductions.
Steps:
Navigate to the Workforce Reports page.
Download the report using:
Start Date: Jul 1 of the current year
End Date: Sep 30 of the current year
Review employee totals.
Submit payroll adjustments to R365 Support.
See also: Payroll Corrections Guide.
Remind Employees to Verify Personal Information
Employees must confirm that names, addresses, and EIN/SSN values are accurate before W-2 generation.
Employees update their information in My Pay on the R365 Mobile App.
Note: App Access and completed Payroll Onboarding are required.
Deadline: Dec 1, 2025
Review the Unverified TIN Report
R365 verifies TIN data weekly with the Social Security Administration. Employees who fail verification appear on the Unverified TIN report.
Employees must update their legal name and TIN using My Pay.
Verification reprocesses automatically each week.
Submit Quarter-to-Date Payroll Adjustments
Run the Payroll by Pay Date report for Quarter-to-Date totals.
Steps:
Navigate to Workforce Reports.
Download the report with:
Start Date: Oct 1 of the current year
End Date: Current date
Review employee totals.
Refer to the Payroll Corrections Guide for instructions.
Submit adjustments to R365 Support.
Verify Employee Information
Run the Employee Census report and check:
Missing or duplicate employees
Correct separation statuses
Name and address accuracy
Update incorrect records and complete outstanding separations.
Deadline: Dec 15, 2025
Verify and Update Payroll Company Information
On the Company Tax Profile tab, verify:
Payroll company name
Payroll company address
FEIN
Payroll company tax contact
Submit required updates to R365 Support.
Deadline: Dec 22, 2025
Process Employee Separations
Separate employees who no longer work at locations tied to the payroll company.
Employees working in multiple locations can be separated per payroll company.
Deadline: 11 am MT on Dec 26, 2025
Process Final Payroll of 2025
Review, approve, and submit the final pay run so wages count toward 2025 filings.
Includes updated Holiday Payroll Processing rules.
Deadline: Dec 29, 2025
Remind Employees to Update W-4s
Employees update W-4 information using My Pay.
Deadline: Dec 31, 2025
Submit End-of-Year Payroll Adjustments
Run the full-year Payroll by Pay Date report and submit any remaining adjustments to R365 Support.
Corrections submitted after the deadline require a W-2C.
Verify Tax Jurisdictions and Update 2026 SUI and SDI Rates
On the Company Tax Profile tab, verify:
SUI and SDI contribution rates
All active jurisdictions
Jurisdiction details (state, name, tax type, filing frequency, account number)
To update an SUI rate:
Obtain the 2026 rate notice.
Submit a rate change request to R365 Support.
Attach the rate notice.
Requests without the notice will not be processed.
Review begins: Jan 2, 2026
Review Finalized W-2s and Submit W-2Cs
Use the W-2 Details report and compare against full-year Payroll by Pay Date totals.
Submit discrepancies to R365 Support.
All corrections to finalized W-2s require a W-2C.
Available: Jan 9, 2026
Inform Employees That Paperless W-2s Are Available
Employees can access paperless W-2s in My Pay.
Postmark deadline: Jan 31, 2026
Mail Paper W-2s
R365 prints and ships paper W-2s to the company address.
Manually printed forms must also be mailed by Jan 31.
PDF versions upload to the Documents folder on Jan 9, 2026.