Year-end timeline
| Date | Task |
|---|---|
| December 31 | Last day to run payroll for the tax year |
| Early January | Review W-2 and 1099 data for accuracy |
| January 31 | Deadline: W-2s to employees, 1099s to contractors |
| January 31 | Deadline: File W-2s and 1099s with IRS/SSA |
| April 15 | Deadline: Annual tax returns |
W-2s for employees
Every employee who received wages during the year gets a W-2 reporting:- Total wages paid
- Federal income tax withheld
- Social Security and Medicare wages and taxes
- State and local taxes
Review W-2 data
Before generating W-2s:- Go to Payroll → Year-End → W-2 Review
- Verify each employee’s:
- Legal name and SSN
- Current address
- Total wages and taxes
- Fix any errors
- Click Approve for Filing
Distribute W-2s
Pluvel provides W-2s to employees:- Electronic delivery — Employees access via their Pluvel login
- Paper mailing — We mail printed copies
File with SSA
Pluvel electronically files Copy A of all W-2s with the Social Security Administration by January 31.1099s for contractors
Contractors who received $600 or more get a 1099-NEC reporting:- Total payments made
- No withholding (contractors pay their own taxes)
Review 1099 data
- Go to Payroll → Year-End → 1099 Review
- Verify each contractor’s:
- Name and TIN (from W-9)
- Address
- Total payments
- Exclude any payments to corporations (if applicable)
- Click Approve for Filing
Distribute 1099s
Similar to W-2s:- Electronic delivery — Contractors access online
- Paper mailing — We mail printed copies
File with IRS
Pluvel e-files 1099s with the IRS by January 31.Fourth quarter filings
In addition to annual forms, Q4 filings are due:| Form | Due date | What it covers |
|---|---|---|
| Form 941 | January 31 | Q4 payroll taxes |
| Form 940 | January 31 | Annual FUTA |
| State Q4 returns | Varies | Q4 state taxes |
Year-end payroll adjustments
Bonus payments
If you’re paying year-end bonuses:- Run payroll by December 31 for the bonus to count in this tax year
- Use the off-cycle payroll option
- Bonuses are taxed at the 22% supplemental rate (federal)
Corrections
If you discover errors after year-end:- For W-2 errors: We file corrected W-2c forms
- For 1099 errors: We file corrected 1099s
- Contact support to initiate corrections
Fringe benefits
Some benefits must be reported as taxable income:- Personal use of company vehicle
- Group term life insurance over $50,000
- Other taxable fringe benefits
What employees need
Employees should:- Verify their address — Update if they’ve moved
- Check their SSN — Report errors before W-2s generate
- Review withholdings — W-4 may need updating for next year
- Access their W-2 — Available in Pluvel by late January
What contractors need
Contractors should:- Provide W-9 — Must be on file before year-end
- Verify TIN and address — Ensure accuracy
- Keep records — They need their own expense tracking for taxes
Common year-end questions
What if an employee moved?
What if an employee moved?
Use their December 31 address for W-2 purposes. They should update their address in Pluvel before year-end.
What if an employee quit mid-year?
What if an employee quit mid-year?
They still get a W-2 for wages earned. Use their last known address, or they can pick up in person if you have current contact.
What if I paid a contractor less than $600?
What if I paid a contractor less than $600?
No 1099 required. But you should still have their W-9 on file and keep records of payments.
What if an employee's name or SSN is wrong?
What if an employee's name or SSN is wrong?
Fix it in Pluvel before generating W-2s. Get documentation (Social Security card) to verify the correct information.
When can employees expect their W-2?
When can employees expect their W-2?
Electronic W-2s are typically available by mid-January. Paper copies are mailed to arrive by January 31.
Preparing for next year
After year-end:- Review W-4s — Remind employees to update if life circumstances changed
- Update pay rates — Apply any raises
- Check benefit elections — Update deductions for new plan year
- Review state registrations — Register in any new states where you’ll have employees
What’s next
View W-2s
Access and distribute W-2 forms.
View 1099s
Access and distribute 1099 forms.