Payroll tax deadline calendar
Use this free calendar to track common U.S. payroll tax deposit and filing deadlines in one place. It helps busy owners stay organized, but you should always confirm current IRS and state dates with a qualified provider or tax professional.
What this calendar helps you do
This download gives you a simple, plain-language view of common payroll tax deadlines, including deposit dates and forms like 941, 940, and year-end W-2s. It is made for small business owners who handle payroll themselves, are setting it up for the first time, or want a clearer way to track due dates.
It can help you avoid last-minute scrambling, missed filings, and confusing reminders scattered across different places. If you are new to the U.S. payroll system, it is a practical way to see the timing of payroll tax tasks without having to learn every rule at once.
RunWise Pay is a free matching service, not a payroll provider. We do not run payroll, file taxes, or give tax advice, so this calendar is for general information only.
- Tracks common payroll tax deposit and filing dates
- Helps new owners understand the payroll calendar
- Designed for small and mid-size U.S. businesses
What’s inside the PDF
The PDF is a downloadable worksheet-style calendar you can print or keep on your screen. It is meant to be simple, not fancy, so you can use it quickly during a busy month.
Depending on how you use it, you may write in your own due dates, payroll run dates, deposit reminders, and year-end tasks. It can also be a helpful checklist when you are comparing payroll service providers, because you can ask who will handle each deadline and how you will be notified.
Always remember that payroll tax timing can change based on your business, your payroll schedule, and your state. Check current IRS and state rules yourself or with a qualified professional before relying on any calendar.
- A simple deadline calendar you can print or save
- A place to note reminders and payroll tasks
- Useful when asking providers what they handle for you
How to use it
- Download the calendar and look through the listed dates and tasks.
- Mark the deadlines that apply to your business and payroll schedule.
- Add your own reminders a few days early so you have time to review payroll.
- Confirm which tasks your payroll provider, accountant, or bookkeeper will handle.
- Recheck current IRS and state deadlines regularly, since rules can change.
If you do not have a payroll provider yet, this calendar can help you see what support you need. You can get matched with payroll service providers and compare options, or browse our guides to learn the basics first.
If a provider says they handle tax filing for you, ask for that in writing. Confirm what is included, what costs extra, and how they help if a deadline falls on a weekend, holiday, or state-specific date.
- Write in reminders before each due date
- Ask providers exactly which deadlines they cover
- Keep proof of what is included in writing
What to check before you rely on any deadline calendar
A calendar is useful, but it is not a substitute for current official rules. Payroll deadlines can depend on how often you pay workers, whether you owe monthly or semiweekly deposits, and what your state requires.
Before you use any deadline list, check the current IRS instructions and your state payroll agency website. If you are switching providers or fixing a payroll problem, ask whether there are any past-due deposits, amended filings, or year-end forms that need attention.
If you are comparing service quotes, honest pricing often includes a base monthly fee plus a per-employee fee, but the real cost depends on team size, pay frequency, what is included, and the state. Those ranges are not quotes, so confirm everything in writing before you sign.
- Deadlines can vary by state and over time
- Pricing depends on team size and services included
- Always confirm support and filing responsibilities in writing
Who this is best for
This tool is helpful if you are setting up payroll for the first time, trying to stay organized after switching providers, or just want a clearer picture of what comes next each month and at year end.
It is also useful for owners who prefer to keep payroll tasks simple and avoid surprises. If you want help finding a provider that fits your business, RunWise Pay can match you with payroll service providers for free. You stay in control, compare quotes, and choose who to hire.
We only collect contact and basic business details, like your business name, contact name, phone number, optional email, how many people you pay, state, and preferred language. We never ask for SSNs, EINs, bank account numbers, employee Social Security numbers, or employee records.
- For first-time payroll setup
- For businesses switching providers
- For owners who want a simple deadline tracker
This free calendar helps you track common payroll tax due dates, but you still need to confirm the current rules with a qualified professional before you rely on it.