--- title: "Year End Tasks and Timeline" slug: "year-end-tasks-and-timeline" description: "Year-end payroll timeline — November through January tasks covering TIN verification, final pay run deadlines, W-2 review, and mailing dates." updated: 2025-11-20T19:56:43Z published: 2025-11-20T19:56:43Z canonical: "docs.restaurant365.com/year-end-tasks-and-timeline" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Year End Tasks and Timeline 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. > [!NOTE] > 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. > [!NOTE] > Task: > > - Process final payroll of 2025 ## December 27 – December 31 Begin Q4 review and complete final year-end adjustments. > [!NOTE] > 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. > [!NOTE] > Tasks: > > - Review finalized W-2s. > - Submit W-2Cs, if required. ## January 10 – January 31 Paperless and printed W-2s become available in January. > [!NOTE] > 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:** 1. Navigate to the Workforce Reports page. 2. Download the report using: - Start Date: Jul 1 of the current year - End Date: Sep 30 of the current year 3. Review employee totals. 4. Submit payroll adjustments to R365 Support. **See also:** [Payroll Corrections Guide](/doc/docs/workforce-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**](/doc/docs/r365-app-my-pay-employee-self-service) 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**](/doc/docs/r365-app-my-pay-employee-self-service). Verification reprocesses automatically each week. **Submit Quarter-to-Date Payroll Adjustments** Run the [**Payroll by Pay Date**](/doc/docs/workforce-reports-payroll-by-pay-period-payroll-by-pay-date-reports) report for Quarter-to-Date totals. **Steps:** 1. Navigate to Workforce Reports. 2. Download the report with: - Start Date: Oct 1 of the current year - End Date: Current date 3. Review employee totals. 4. Refer to the Payroll Corrections Guide for instructions. 5. Submit adjustments to R365 Support. **Verify Employee Information** Run the [**Employee Census**](/doc/docs/workforce-reports-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](/doc/docs/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](/doc/docs/year-end-tasks-and-timeline#holiday-payroll-processing). ### 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](/doc/docs/workforce-reports-payroll-by-pay-period-payroll-by-pay-date-reports) 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: 1. Obtain the 2026 rate notice. 2. Submit a rate change request to [R365 Support](/doc/docs/r365-support). 3. 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](/doc/docs/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**](/doc/docs/r365-app-my-pay-employee-self-service). ### 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**](/doc/docs/signed-documents-folder) folder on Jan 9, 2026.