Quarterly Payroll Filing Checklist

Quarterly payroll filings are essential for maintaining compliance with tax agencies. Use this checklist to review your 7shifts Payroll settings and ensure a smooth quarter-end process.

How 7shifts Payroll handles quarterly taxes

7shifts Payroll partners with Check Technologies to manage tax payments and filings. This partnership ensures that your restaurant's tax obligations are handled accurately and submitted on time.

Key payroll tax terms

• Tax Payment: The process of sending tax funds withheld from employees and your employer share to the government. This happens regularly throughout the quarter.
• Tax Filing: Submitting a summary report, such as federal Form 941, that details total wages and taxes. This typically occurs once per quarter.
• Funding: When you run payroll, taxes are withdrawn and held in Tax Custody by Check Technologies. These funds are reserved specifically for your tax obligations.
• Depositing: The processor releases the reserved funds to the tax agency by the official due date.

The quarterly payroll tax cycle

The payroll tax cycle repeats four times per year. Taxes are collected during the quarter and filed at the end of the quarter.

During the quarter

• 7shifts Payroll and Check Technologies automatically calculate and withdraw employee and employer taxes.
• Funds are held in custody until they are released to the agencies.
• You must update business settings before the quarter ends for changes to take effect for that period.

End of quarter

• Check Technologies reconciles wages and taxes to ensure accuracy. Learn more about reconcilitions here.
• Required tax forms are prepared and submitted electronically.
• Custodial funds are released to agencies by the legal deadline.

How to prepare for quarter-end

Review your payroll settings approximately one month before the end of each quarter (February, May, August, and November).

Verify TPA access

• Some states require Third-Party Administrator (TPA) access for 7shifts Payroll to file on your behalf.
• Ensure you have granted Check Technologies Inc. the required permissions directly within your state tax portal.

Confirm business settings

1. Navigate to Payroll > Settings > Business Settings.
2. Confirm that Tax Setup and Filing Authorization are marked as complete.
3. If you previously used "Applied For" as a Tax ID, update it immediately upon receiving your official ID from the agency.

Employee onboarding

• Ensure all employees, including those who became inactive during the current tax year, have completed their onboarding. This is required for accurate year-end W-2 generation.

Reviewing filings after the quarter

By the last day of the month following the quarter-end (e.g., April 30 for Q1), your tax documents will be available in 7shifts.

1. Navigate to Payroll.
2. Select Tax Forms to download your filed documents.

 Important Notes:

• Failed filings are not displayed in your 7shifts Payroll account. If you suspect an issue, reach out to our team for next steps.

• Agency timelines vary and are outside of 7shifts or Check’s control. If you’re concerned about timing or fees, contact the tax agency directly.

• Your company is responsible for monitoring agency portals for penalties or missing payments. Pay alerts promptly to avoid interest while investigations are ongoing.

• If an overpayment is later confirmed, the agency will apply a credit.

• 7shifts does not cover penalties or interest related to missing or incorrect tax settings, or late filings. This is outlined in our Terms of Service.  Our role is to help identify the issue and guide next steps.

•  If you have tax-specific questions, consult your accounting professional.