Why Quarterly Payroll Reporting Matters

Quarterly filings keep federal and state tax agencies updated on:

• Employee wages paid 
• Federal and state payroll taxes withheld 
• Employer payroll taxes owed 
• Unemployment insurance contributions

These filings ensure that your business stays compliant, avoids penalties, and maintains accurate year-to-date records.

If payroll isn’t your main focus (and for most business owners, it’s not), these deadlines can be easy to miss. That’s why knowing exactly what’s due each quarter is essential.

Federal Payroll Reports Due Quarterly

All U.S. employers who withhold federal income tax or pay employer payroll taxes must file the following reports every quarter.

1. IRS Form 941 – Employer’s Quarterly Federal Tax Return

Form 941 is the primary quarterly payroll filing for nearly all employers. It reports:

• Federal income tax withheld from employees 
• Employee and employer portions of Social Security and Medicare taxes (FICA) 
• Adjustments for sick pay, tips, and group-term life insurance 
• COVID-19 tax credits, if applicable (for older periods) 

Who Must File Form 941?

Almost every employer, except those approved to file Form 944 annually (usually very small employers), and some agricultural employers who use Form 943.

Form 941 Due Dates

If the due date falls on a weekend or holiday, the deadline moves to the next business day.

Penalties for Late Filing

Failure to file or pay can result in:

• Up to 25% in late-payment penalties 
• Additional failure-to-deposit penalties 
• IRS interest charges 

GetPayroll helps employers avoid these penalties by automating and verifying all Form 941 filings.

2. IRS Form 720 (If Applicable) – Quarterly Federal Excise Tax Return

Most employers don’t need to file Form 720, but it applies to businesses that:

• Provide taxable indoor tanning services 
• Sell certain fuels 
• Offer certain environmental services 
• Manufacture or import medical devices 

If your business falls into any excise-tax category, Form 720 is due quarterly.

3. IRS Form 941-X (If Corrections Are Needed)

If a mistake is discovered on a previously filed Form 941, employers must file Form 941-X to correct:

• Tax amounts 
• Wages 
• Tips 
• Adjustments
  

There is no fixed quarterly due date—it’s filed when corrections are needed. However, acting quickly helps minimize IRS discrepancies.

Quarterly State Payroll Reports

In addition to federal filings, nearly every state requires one or both of the following quarterly reports:

1. State Unemployment Insurance (SUI) Returns 
2. State Income Tax Withholding Returns 

Each state sets its own rules, due dates, and report formats, and penalties vary widely. Below is an overview of what most states require.

1. Quarterly State Unemployment Insurance (SUI) Reports

Every state requires employers to report wages subject to unemployment tax, and to pay quarterly unemployment contributions.

What’s Included in SUI Returns?

• Total wages paid to employees 
• Taxable wages subject to state unemployment insurance 
• Employer SUI tax owed 
• Employee count for each month of the quarter 

Common SUI Due Dates

Most states follow the federal schedule:

• April 30 
• July 31 
• October 31 
• January 31 

However, a few states have slightly different schedules or cutoffs. GetPayroll monitors all state deadlines so you don’t have to.

2. Quarterly State Income Tax Withholding (SIT) Returns

If your state levies an income tax and you withhold taxes from employees, you’ll likely need to file quarterly withholding reports.

These returns typically include:

• Total wages subject to state income tax 
• Total state withholding for the quarter 
• Payment of any remaining tax due 

States That Commonly Require Quarterly Withholding Filings

Most income-tax states follow a quarterly schedule, including:

• California 
• New York 
• Illinois 
• Pennsylvania 
• Massachusetts 
• North Carolina 
• Georgia 
• Ohio 
• Arizona 
• Colorado
  (And many more) 

A few states require monthly or semi-weekly withholding filings instead, depending on employer size or withholding volume (e.g., Texas franchise tax—though Texas does not have state withholding).

GetPayroll automatically tracks jurisdiction-specific rules and ensures correct filing frequency.

State-by-State Differences Business Owners Should Know

While the federal government uses one set of standards, state rules vary widely. Here are some key variations business owners should be aware of:

1. Some States Require Wage Detail Reports

States such as:

• California (EDD) 
• New Jersey 
• Washington 
• New York 

require detailed wage listings or employee-by-employee breakdowns each quarter.

2. Some States Use Different Wage Bases for SUI

The taxable wage base for unemployment varies significantly:

• From $7,000 in some states 
• To over $60,000 in others 

This affects how much unemployment tax you pay each quarter.

3. Multi-State Employers Have Additional Complexity

If employees work remotely or across state lines, you may need to:

• File in multiple states 
• Track nexus rules 
• Report wages based on where the work is performed 

This is a common area where employer mistakes occur—and where GetPayroll provides crucial compliance support.

Quarterly Payroll Payment Requirements

Filings are only part of the compliance picture. Employers must also timely deposit payroll taxes.

Federal Payroll Tax Deposits

Deposit frequency depends on IRS lookback periods and can be:

• Monthly 
• Semiweekly 
• Next day for large payments 

Quarterly filers are not the same as quarterly depositors—reporting is quarterly, but deposits may be required throughout the quarter.

State Payroll Tax Deposits

States set their own schedules:

• Some follow deposit rules similar to the IRS 
• Others require monthly or quarterly deposits 
• A few tie deposit schedules to withholding volume 

GetPayroll’s automated deposit scheduling ensures employers never miss a due date.

Quarterly Payroll Compliance Checklist for Employers

Here’s a simplified checklist to help you stay compliant every quarter:

✔ File Form 941

✔ Submit federal payroll tax deposits

✔ Pay and file state unemployment insurance (SUI) reports

✔ File state income tax withholding returns

✔ Verify wage and tax accuracy

✔ Review payroll liabilities for discrepancies

✔ File Form 941-X if corrections are needed

✔ Maintain payroll records for audit protection

How GetPayroll Helps You Stay Compliant Quarterly

Payroll compliance is complex, time-consuming, and constantly changing. At GetPayroll, we help business owners:

• Handle all quarterly and annual payroll filings 
• Automate Form 941 and all state filings 
• Track and manage deposit due dates 
• Maintain audit-ready payroll records 
• Correct filings with 941-X when necessary 
• Support multi-state compliance for remote workforces 

With GetPayroll, business owners avoid penalties and gain peace of mind knowing every deadline is met accurately and on time.

Avoid Penalties. Protect Your Business. Schedule a Consultation.

If you want to simplify your quarterly payroll reporting—and eliminate the risk of errors or missed deadlines—GetPayroll is here to help.

Schedule a consultation today and let us handle the compliance, so you can focus on running your business.

Download our Payroll Calendar, which shows you all the important dates to keep you in compliance.