Payroll Tax Deadlines Every Small Business Must Know in 2026
Don’t risk penalties—here’s your official IRS-aligned calendar
If you have employees—even just one—you’re not just a business owner. You’re a tax collector for the U.S. Treasury.
That means you’re legally responsible for:
- Withholding federal income tax
- Collecting and paying Social Security and Medicare taxes (FICA)
- Filing employment tax returns on time
- Depositing taxes via electronic funds transfer (EFT)
Miss a deadline or misclassify a worker, and you could face penalties up to 15%, plus interest—and even personal liability under the Trust Fund Recovery Penalty.
But don’t panic. The IRS gives you clear rules—and we’ve distilled them into this simple, actionable guide based on IRS Publication 15 (2026) and Publication 509.
Let’s keep your business compliant and penalty-free.
🔑 Key 2026 Payroll Tax Deadlines (Per IRS Pub 509)
✅ January 31, 2026
- Furnish Forms W-2 to all employees
- File Copy A of Forms W-2 + Form W-3 with Social Security Administration (SSA)
- File Form 1099-NEC for nonemployee compensation ($600+ in 2025; $2,000+ in 2026)💡 Note: The threshold for 1099-NEC rises to $2,000 in 2026 under P.L. 119-21 (One Big Beautiful Bill Act).
✅ February 2, 2026 (or Feb 10 if deposits were timely)
- File Form 941 (Q4 2025)
- File Form 940 (Annual FUTA tax return)
- File Form 943 (for farm employers)
- File Form 945 (nonpayroll withholding, e.g., backup withholding)
✅ March 15, 2026
- S-Corp & Partnership Returns Due (Forms 1120-S, 1065)
- S-Corp Election Deadline: File Form 2553 by this date to elect S-Corp status for 2026 tax treatment⚠️ Miss this, and you lose SE tax savings for the entire year.
✅ Quarterly Deposit Deadlines
You must deposit withheld taxes monthly or semiweekly, depending on your lookback period (Pub 15, p. 32):
| Quarter | Monthly Deposit Due | Semiweekly Deposit Rule |
|---|---|---|
| Q1 (Jan–Mar) | Apr 15 | Wed–Fri → next Wed<br>Sat–Tue → next Fri |
| Q2 (Apr–Jun) | Jul 15 | Same as above |
| Q3 (Jul–Sep) | Oct 15 | Same as above |
| Q4 (Oct–Dec) | Jan 15, 2027 | Same as above |
📌 Critical: If you owe $100,000+ in taxes on any single day, you must deposit next business day—even if you’re a monthly depositor (Pub 15, p. 34).
🧾 What Forms Do You File?
| Form | Purpose | Due Date |
|---|---|---|
| Form 941 | Quarterly federal tax return (most employers) | Apr 30, Jul 31, Oct 31, Jan 31 |
| Form 944 | Annual return (if IRS notified you) | Jan 31 |
| Form 940 | Annual FUTA tax (federal unemployment) | Jan 31 |
| Form 945 | Annual return for nonpayroll withholding (e.g., backup withholding) | Jan 31 |
| Form W-2/W-3 | Employee wage statements | Jan 31 |
💡 Tip: If you deposited all taxes on time, you get an extra 10 days to file (e.g., Form 941 due May 10 instead of Apr 30).
⚠️ Common Pitfalls (and How to Avoid Them)
1. Misclassifying Employees vs. Contractors
- Employees: You control how the work is done → withhold taxes, pay FICA/FUTA
- Independent contractors: They control how → no withholding (but issue 1099-NEC if $2,000+)❌ Misclassification can trigger back taxes + 40% penalty under Section 3509 (Pub 15, p. 15).
2. Missing the $100,000 Next-Day Deposit Rule
Even if you’re a monthly depositor, hitting $100K in liability on one day switches you to semiweekly immediately—and you must deposit next business day.
3. Using Paper Checks for Deposits
Federal law requires EFT for all tax deposits (Pub 15, p. 35). Use:
- EFTPS.gov (free)
- IRS Direct Pay
- Your payroll provider (Gusto, QuickBooks, etc.)
4. Forgetting State Deadlines
IRS deadlines ≠ state deadlines. For example:
- California: FTB has separate filing rules
- New York: Requires quarterly wage reporting🔍 Always check your state revenue department.
🛡️ Protect Yourself: The Trust Fund Recovery Penalty
The IRS can hold you personally liable for unpaid “trust fund” taxes (income + employee FICA)—even if your business fails.
“The penalty is 100% of the unpaid trust fund tax.” — Pub 15, p. 36
Who’s at risk? Owners, officers, bookkeepers—anyone who:
- Had authority to pay taxes
- Willfully failed to do so (even by negligence)
✅ Defense: Always deposit withheld taxes first—before rent, payroll, or vendors.
🎁 Free Resource: 2026 Employer Tax Deadline Tracker
Download our printable, IRS-verified calendar with every federal payroll deadline, deposit rule, and form due date—color-coded for clarity.
👉 [Get the 2026 Employer Tax Deadline Tracker (PDF)]
Final Thought
Running payroll isn’t optional—it’s a legal duty. But with the right systems, it doesn’t have to be overwhelming.
And remember—you don’t have to do it alone.
— Uncle Joe Tax Services
Need help? We offer a free payroll compliance review for small businesses. Call (54) 222-1351 or [schedule a consultation].