Payroll taxes are all taxes that are collected by federal, state, and local governments, based on salaries and wages paid to employees. These taxes must be withheld from wages by all businesses that have employees. They are remitted on a monthly or semi-weekly basis, depending on the quantity owed.
The Internal Revenue Service (IRS) requires most businesses with employees to withhold and deposit federal payroll, Social Security, and Medicare taxes. Withholding, filing, and remitting payroll taxes can be complicated, but they are tasks that business owners must get right. Failure to make proper tax withholdings or deposits can result in significant fines and penalties for a business.
While the withholding percentage may vary from employee to employee, all employees are subject to a minimum of federal payroll taxes. These taxes are specified in the Federal Insurance Contributions Act (FICA) and include federal income, Social Security, federal unemployment, and Medicare taxes. These tax-withholding rules apply regardless of whether employees are part-time, seasonal, or full time.
In addition to the minimum required federal payroll taxes, different states may require specific withholdings as well. Here are some additional details on federal and state payroll taxes:
Federal, State and Local Payroll Taxes
Type of Tax
How It Works
Who Is Responsible
Federal Income Tax
Federal income tax is considered a pay-as-you-go tax that is withheld of an employee’s paycheck by the employer each time the employee is paid. The tax rate is determined by withholding tables that are published each year by the IRS as of Publication 15 – The Employer’s Tax Guide.
The employer is responsible for withholding federal income tax by taking it out of the employee’s paycheck with each payroll.
Federal Insurance Contribution Act (FICA) Taxes
These are Medicare and Social Security Taxes. Rates are reviewed on an annual basis.
FICA taxes are split evenly between the employer and the employee. The employer is responsible for withholding the employee amount and depositing the employer amount with each payroll.
State Income Tax
Every state with the exception of Alaska, Florida, Nevada, South Dakota, Texas, Washington and Wyoming, has an income tax. Tennessee and New Hampshire only tax dividends and interest income, but not wages.
The employer is responsible for withholding state income tax by taking it out of the employee’s paycheck with each payroll.
State Unemployment Tax (SUTA)
Every state has an unemployment tax that works in conjunction with the federal tax. The rates are determined by the state tax authorities and assigned to businesses upon registration.
In most states SUTA taxes are employer paid. In Alaska, New Jersey and Pennsylvania, both the employee and the employer contribute to these taxes.
These can be local income, school board, transit, municipality or almost any other kind of taxes.
Responsibilities vary depending on the tax authority and type of tax.
Both payroll taxes and income taxes are based on an employee’s wages or salary. The difference is who pays – payroll tax is paid at least partly by the employer, while income taxes are paid by employees. Income taxes are withheld from an employee’s pay based on projected annual tax.
Income taxes are deducted from employee wages or salary, based on a Form W-4 that the employee files, showing marital status, number of exemptions for dependents and other allowances and any additional amount an employee wants withheld. An employee does not have to have tax withheld for all dependents and can add any desired amount to the withholding.Handle the ever-changing regulatory landscape and tax compliance pressure with a unique software that enables electronic administration, timely procedures, and guaranteed compliance.
It is important to know which forms apply at various stages throughout the employee life cycle. Failure to submit the proper paperwork within the federal guidelines can result in significant fines for businesses.
Before business owners can legally employ anyone in the U.S., they are required to register their company with the federal government and obtain an Employer Identification Number (EIN). This number is like a Social Security Number for businesses and is used to help track all employees’ tax payments. In addition to this, businesses may also need the following forms:
Form W-2 (Wage and Tax Statement Form) is an IRS tax form used in the United States to report wages paid to employees and the taxes withheld from them. Employers must complete a Form W-2 for each employee to whom they pay a salary, wage, or other compensation as part of the employment relationship. An employer must mail out the Form W-2 to employees on or before January 31. This deadline gives taxpayers about 2 months to prepare their returns before the April 15 income tax due date. The form is also used to report FICA taxes to the Social Security Administration.
A W-2 form is a multipart form:
For each W-2, employers need to include information about their business:
For each employee, employers need update personal information:
It is necessary to provide information on total wages and withholding for each employee for last year:
In Box 12, for each W-2 employers need to indicate if each employee participates in a retirement plan or a nonqualified plan with a company, if this employee is a statutory employee, or if the person received third-party sick pay.
Box 13 of the W-2 requires information about deductions for employee benefit plans and other deductions that must be reported on the employee’s income tax return.
Employers may want to add an internal control number on each Form W-2 if they are paying many employees.
After gathering all the necessary information and proper forms, employers need to follow instructions provided by the IRS in order to avoid any errors.
Employers send the W-2 form to the Social Security Administration (SSA) by the end of February. The forms can be submitted online to the SSA by using their Business Online service. In case there are 250 or more W-2 forms, employers have to submit them to the SSA online.
A W-4 is an IRS form that an employer uses to gather tax withholding information for an employee. Form W-4, which is the employee’s withholding allowance certificate, is typically provided once an employee has accepted an offer of employment and it needs to be completed prior to the first payroll. The payroll department will use the information on the W-4 to determine how much federal, state and local taxes need to be taken out of the employee’s paycheck, based on what they choose on the W-4 form. The employee must indicate:
The Tax Cuts and Jobs Act (TCJA) made signiﬁcant changes to tax rates, deductions, tax credits, and withholding calculations, beginning in 2018. New IRS withholding tables were published in January, and the 2018 Form W-4 was released in February. The IRS made few changes for 2018, and determined that employees would not be required to complete a new Form W-4 for 2018. However, it was strongly recommended and for some people it may be advisable.
Employees may change the amounts on a W-4 form at any time and as often as they wish. There is no time limit on how long a W-4 stays in effect – it remains in effect until the employee changes it. At termination, the W-4 continues in effect for withholding of FICA taxes for payments made after the termination date.
The most current W-4 must be signed by the employee and kept in the employee’s payroll folder to verify the amount of federal income tax withholding.
Many U.S. states use their own variation of the W-4 form to record state withholding amounts. Some states do not allow electronic capture of W-4 information.
IRS Form 940 is the federal unemployment tax annual report form. This form is used to report and pay unemployment taxes to the IRS.
The form calculates the employer’s federal unemployment tax liability, then adjusts for any state unemployment taxes paid, and calculates the unemployment tax due. Finally, the form compares unemployment tax due for the year to the tax already paid. Employers need to pay any unemployment tax still due to the IRS.
Businesses have to file Form 940 if:
The due date for Form 940 is January 31, for the previous year.
IRS Form 940 is used to compute the amount of federal unemployment tax liability of a business from the previous year. The form also is used to determine the amount of unemployment tax owed for the previous year, and any unpaid and due unemployment taxes.
The process of completing Form 940 includes:
Form 941 is the form used by employers to report withholding amounts for federal income taxes and FICA taxes, employer payments for these withholding amounts, and any amounts due to the IRS.
Form 941 includes quarterly calculations and reports:
Form 941 is due on a quarterly basis, at the end of the month following the end of the quarter, on the following schedule:
If the due date falls on a weekend day or holiday, the due date is the next business day.
Form 941 calculations include totals for:
The form requires a calculation of the total taxes and the total deposits made during the period. The difference between the total taxes due and the total deposits is the amount still owed that must be paid.
Form 941 may be submitted electronically using Federal E-file.
These two forms are often confused, but they are for different types of taxes that employers must pay. Both forms go to the IRS.
Once an employer either withholds or pays a payroll tax amount, these funds must then be paid to the appropriate tax authority:
Payments to tax authorities follow a specific schedule that is often set by the size of a company and the amount of tax paid. When employers register their business with the IRS and any other authorities, they are given a payment schedule. If the schedule changes, they should receive a notification.
Employers are also responsible for filing regular reports of the payroll tax amounts collected from payroll and paid to the IRS, state and local tax authorities.
There are a number of variables involved in setting and calculating the rates for payroll taxes. The following is a general overview of where the current payroll tax rates can be found and how each of the main payroll taxes works:
Once employers pay over payroll taxes and file any necessary returns and reports, their last significant obligation is to maintain records that substantiate the payroll taxes they paid.
For federal tax purposes, employers need to retain records for at least four years after the due date of the return or the date the taxes were paid, whichever is later. A similar record-keeping requirement exists in each state, with varying time periods.
There is no particular form prescribed for properly retaining records. However, the records should be kept in a manner that will enable the IRS and state tax authorities to ascertain whether any tax liability has been incurred and, if so, the extent of that liability.
The types of information employers should retain include:
It is necessary to keep all required records at convenient and safe locations that are accessible to IRS representatives, so they can be available in case of IRS inspections.Manage your direct and indirect tax compliance and reporting obligations effectively and get full support no matter what area of payroll or income tax is required.
There are not many opportunities for reducing exposure to payroll taxes. It is unwise to try and avoid employment tax liability by classifying workers as independent contractors. The IRS, the Department of Labor and their state counterparts are aggressively targeting employers to uncover misclassification, and the penalties are severe. The biggest opportunity for realizing any kind of real savings is for employers to make sure they tend to obligations and avoid getting hit with penalties.
The biggest risk employers face in administering payroll tax obligations is that they can be held personally liable for all income and FICA taxes that they willfully either fail to withhold from employees’ wages or fail to pay to the IRS and state tax agencies.
Even if employers avoid the 100-percent penalty because their conduct wasn’t willful, they could face smaller penalties if their failure to withhold was due to misclassification of an employee as an independent contractor. In the context of tax penalties, willfulness requires that the individual’s conduct be intentional, knowing, and voluntary. In some cases, a reckless disregard of obvious facts will be enough to show willfulness.
If employers fail to prepare a Form W-2 for employees, or willfully furnish incorrect ones, they will be subject to a penalty per each statement that should have been sent or that was incorrectly prepared.The information contained within this document is general in nature and is not intended and should not be construed as legal, HR, or opinion by Emtpech. Please contact Emptech or another subject matter professional prior to acting on any information provided in this document.We recommend caution when contemplating acting on any information provided in this document as it may not be applicable or suitable for the specific viewer’s needs. Emptech assumes no obligation to update any viewer of any changes in law, rule, or regulation that could affect the information contained herein. Without express written permission from Emptech, no part of this document may be reproduced, re-transmitted, or otherwise redistributed in any form or by any means, including, but not limited to photocopying, electronic, facsimile transmission, or using any other information storage and retrieval system.