Quarterly Payroll Filing Checklist

Quarterly payroll filings are an important part of staying compliant with tax agencies. Use this checklist to review your 7shifts Payroll settings and ensure a smooth quarter-end. This article also covers:

• How the quarterly tax cycle works
• What to review before and after filing
• Where to find your tax forms

How 7shifts Payroll Handles Quarterly Taxes

7shifts Payroll partners with Check Technologies to manage tax payments and filings so they are handled accurately and on time.

Key Payroll Tax Terms 🔑

Tax Payment vs. Tax Filing

• Tax Payment: Sending tax funds withheld from employees (and your employer share) to the government. This happens regularly during the quarter.
• Tax Filing: Submitting a summary report (e.g., federal Form 941) that details wages and taxes. This typically happens once per quarter.

Funding vs. Depositing Tax Payments

• Funding: When you run payroll, taxes are withdrawn and held in Tax Custody by our processor. These funds are reserved for your tax obligations.
• Depositing: Our processor releases those funds to the agency by the due date. Agency portals may not update until after the payment has been deposited. Employers are responsible for reviewing their agency portal balances.

The Quarterly Payroll Tax Cycle 🗓️

The cycle repeats four times a year. Taxes are collected throughout the quarter, then filed at quarter-end.

Running Payroll (During the Quarter, e.g., Jan 1–Mar 31)

• 7shifts and Check automatically calculate and withdraw employee and employer taxes.
• Funds are held in custody until they are sent to the agencies.

Payroll Settings (During the Quarter)

• Update your business settings as needed.
• To take effect for the current quarter, changes must be made before the quarter ends.

End of Quarter (e.g., Q1 forms due by Apr 30)

• Check reconciles wages and taxes.

  Learn more about reconciliation here.
• Filings: Required forms are prepared and submitted electronically.
• Payments: Custodial funds are released to agencies by the deadline.

How to Prepare for Quarter-End ✅

To ensure filings go smoothly, review your payroll settings about one month before quarter end (February, May, August, November).

Is TPA Access enabled for all required state portals?

• Some states require Third-Party Administrator (TPA) access for payroll providers.
• Follow the steps here: 7shifts Payroll: Third Party Administrator Access (TPA).
• Grant Check Technologies Inc. the required permissions directly in your state tax portal. (This step is outside your 7shifts account.)

Are your Payroll > Business Settings complete?

• Go to Payroll > Settings > Business Settings.
• Confirm Tax Setup and Filing Authorization are complete (these are different from TPA access).
  Learn more: How to Update Your Tax rate in 7shifts

Have all employees (active & inactive for the current tax year) completed onboarding?

• This is crucial for year-end W-2s (not regular quarterly filings).
• Navigate to Payroll > Employees and use the pencil icon to edit, or send an onboarding package directly to the employee.

After the Quarter: Reviewing Your Filings 📬

By the last day of the month after quarter end (e.g., Q1 available by Apr 30; often earlier), find all tax documents in Payroll > Tax Forms.

• Filed tax forms
• Recap Report: a detailed summary of quarterly tax activity
• Notes:
  • Forms are published whether filings succeed or fail. If a filing fails, you can self-file using the form.
  • Agency portals may show balances until after the due date passes.

What if I have Tax Concerns after Quarter End?

Tax questions can feel stressful—we’re here to help you identify next steps. You can also contact the relevant agency directly. 

Here are some resources that may help with your specific questions:

• Received a Tax Notice?
• See an unexpected withdrawal or refund on my bank statement?
• How can I prevent a tax variance in the future?
• What to do if I receive a filing failure tax notice?
• What can I expect for my tax flow in 7shifts? 

If you require further assistance, contact support.