March checklist, Quarter 1 filings for business in the United States

If you’re enrolled in Wave Payroll's automated tax payment and filing service, you should take the steps outlined in this guide before March 31, to help ensure the Quarter 1, 2020 filings that Wave produces are accurate. Payroll customers based in self-service tax states, or who have chosen to pay and file on their own, may find many of these steps helpful though not all will apply.

Checklist at a Glance:

Make sure the correct address is used on your tax forms

The IRS will update your address to match what is listed on Form 941. The address Wave generates on Form 941 is the "work address", not the "mailing address" you entered in Wave. If you’ve moved your business, an easy way to update your address on file with the IRS, is to file your Form 941 with the new address.

To review and manage your business address in Wave:

  1. Go to Settings
  2. Under the Payroll subheading, select Business Profile
  3. Enter the address you want to appear on federal forms, in the Work Address field.

The correct Work Address should be entered in Wave no later than March 31, 2020. Please note the "Mailing Address" listed in Wave will not appear on your IRS forms.


Advise Wave if your business closed or you stopped paying wages this quarter

If your business has closed or if you have stopped paying wages during the quarter and you require "Box 17: business closed or stopped paying wages" marked on Form 941, please contact Wave Support no later than March 31, 2020.


Review new employees’ personal information

Have you paid one or more employees for the first time? Double check the following employee information in Wave to prevent common filing errors:

  • Social Security Numbers (SSN)
  • Employee Addresses
  • Employee Names (should be exactly as they appear on SSN cards)

To review and manage employee information in Wave, click Payroll and choose Employees. Select your employee's name and click Personal Information. More detailed steps are available in: "How to edit employee details."


Review employees' wages and benefits

Review your year-to-date entries to ensure everything is correct so far this year. A few things to consider:

  • Are all employees paid within Q1, 2020 entered into Wave (even if they were paid outside Wave)?
  • Are all wages reported accurately?

March 31, 2020 is the last day for Wave Payroll customers enrolled in automated tax payments and filings to request adjustments for the Quarter 1, 2020 Form 941. Wave will accommodate adjustments requested after this date with Form 941 X.


Make sure employee tax profiles are updated for 2020

Any employees who were exempt from federal withholding in 2019 had to provide you with a new Federal W-4 no later than February 17, 2020. If you have any employees who were exempt from withholding in 2019, make sure you have a signed 2020 Federal Form W-4 and have entered this information into the employee’s tax details.

You can review and download a copy of the 2020 Form W-4 from the IRS. You may also find it helpful to check out Wave's updates to the 2020 Federal Form W-4.


Consider any business structure change during the quarter

If you have made any changes to your business structure in 2020, that resulted in a new Employer Identification Number (EIN), such as incorporating from a sole-proprietorship, you will need two sets of quarter-end forms. One set with your old EIN from before the business structure change and another set with the new EIN and wages paid after the change. This will also be true of the year end forms, which you file in January.

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