Category: Tax Filing

At the end of each quarter, we ask that you review important payroll and tax information in isolved for accuracy.

All Q1 2025 payroll and tax information must be accurate and complete in isolved by Monday, March 31, to ensure timely filing.

Below are the recommended items to review to help you meet all requirements successfully.

Review tax setup information

It is crucial to confirm that your tax setup is accurate and complete. We recommend that you go to Client Reports > Client Profile Report to validate company information:

• Name (or DBA name) should match the legal company name registered with tax agencies
• FEIN should match the legal FEIN registered with tax agencies
• Address should match the legal company address registered with tax agencies

Then, go to Reporting > My Reports and run the Tax List report.

Review the following items:

• Federal and state tax ID numbers
• State filing frequencies and rates

Important notes:

Please remember that tax agencies do NOT send any rate or filing frequency notices to Insperity, but they do send this information to you, the employer of record. If you have received these notices or see discrepancies in your isolved setup, please forward all information to your payroll specialist.

You must have a registered ID number with all appropriate state and federal agencies in order to file. Agencies do not accept “Applied For” ID numbers for filing and payments. Submitting your filings with an “Applied For” ID could cause delays and agency penalties and fees.

Review employee identification information
Go to Employee Management > Employee Summary and review employee names and Social Security numbers for accuracy.

Other important tax reminders

• First-quarter tax filings will be available on the Return Archive page of the Reporting menu in isolved on May 2, 2025.
• Pay items that have not been entered in isolved yet AND payroll adjustments that will be reflected on Q1 2025 returns MUST be reported to your payroll specialist by Monday, March 31. These items include:
  • In-house checks
  • Voided checks
  • Tax adjustments
  • Third-party sick/disability payments

Ensure all FFCRA-qualified sick and leave wages are entered correctly.

• An additional charge will be applied for any Q1 2025 corrections submitted after Monday, March 31.

Please contact your dedicated payroll specialist today if you have any questions or concerns regarding the information above.

New Louisiana income tax rates effective Jan. 1, 2025

On Dec. 4, 2024, Louisiana enacted changes to several state taxes. For payroll, state income tax withholding is now a flat tax rate of 3.09% effective Jan. 1, 2025, replacing the tiered-rate system where earnings were taxed from 1.85% to 4.25%. Read more about the tax change in the isolved version 10.21 release notes.  

Louisiana income tax rate changes will be included in isolved version 11.00 on January 17th, 2025. In the meantime, you can override the existing tiered rate calculations on the Employee Tax screen. To override the withholding rate for a specific employee:

1. Go to Employee Management > Payroll > Employee Tax and locate the LA State Income Tax section. It may be listed as Residence or Work, depending on whether the employee lives or works in the state.
2. Check Block Tax to block the standard Louisiana income tax withholding calculations.
3. In the Additional line, enter 3.09 in the amount/rate field.
4. Change the default setting from Dollars to Percent.

State and local minimum-wage updates

The 2025 minimum-wage changes through the isolved release version 10.21 link includes all minimum-wage changes taking effect in 2025 that have been provided by each jurisdiction. These minimum-wage changes will not automatically update employee salary records. See Reviewing pay information for minimum-wage compliance to learn how Workforce Acceleration can help you stay in compliance with minimum-wage changes.

Year-end processing began Jan. 3

Insperity Tax Services began year-end processing on Jan. 3, 2025. A moratorium on 2024 tax changes is in effect through Feb. 7, 2025. Any changes after the Jan. 3 date will be charged as tax amendments and processed as corrected tax forms after the moratorium has ended in 2025.

IRS and state unemployment insurance rates

Most states review and update employers’ unemployment insurance and state workers’ compensation rates effective Jan. 1 for the new year. New rate notices are sent from the agencies late 2024 or early 2025 from each state in which you are registered.

You will also be notified of revised state and local filing frequencies via agency letter or coupon book for your 2025 tax payments.

We also require your 2025 workers’ compensation rates for the states of Washington and Wyoming, as these are remitted with tax payments.

Please forward copies of rate notices or agency letters to ips.tax@insperity.com. Insperity does not receive this information from state and local agencies.

2024 annual and fourth-quarter returns

In accordance with your agreement and Form 8655 (reporting agent authorization), this notification serves as confirmation that your fourth-quarter and annual 2024 payroll tax returns and payments will be filed on your behalf by Insperity® Payroll Services. 

Please note that if you have not provided us with the requisite tax identification numbers, tax agency deposit frequencies and other related information, we may be unable to file and/or remit to states that require such information to do so on your behalf. Such inability to file and/or remit may result in penalties or interests by tax jurisdictions for late or missing payments and for which you will be solely responsible. It is critical that you provide us with this information immediately if you have not done so already.

Report packages will be available in isolved on Feb. 3 and include all tax returns that were filed by Insperity. To access your report packages, log in to isolved and navigate to Return Archive under the Reporting menu.

You can filter the list of available report packages by using the drop-down menus at the top of the screen, shown below.

W-2 and 1099 form distribution

For employees and contractors who have consented to receive their year-end forms electronically, their W-2 or 1099-NEC form will be available to download through Employee Self-Service on Jan. 20, 2025. No forms will be printed for employees and contractors who have elected to receive year-end forms electronically.

Insperity will mail paper W-2 and 1099-NECs directly to employees and contractors. If an employee/contractor DID NOT opt in to receive an electronic form, their original W-2 or 1099-NEC will be mailed by Jan. 31, 2025, to their home address on file in isolved.  For additional year-end information, visit the Year-End Central in the Insperity® Help Center. 

Third-quarter report packages will be available in isolved on Nov. 1 and include all tax returns that were filed by Insperity.

In accordance with your agreement and Form 8655 (Reporting Agent Authorization), this notification serves as confirmation that your third-quarter 2024 payroll tax returns and payments have been filed on your behalf by Insperity® Payroll Services.

Second-quarter report packages will be available in isolved on Nov. 1 and include all tax returns that were filed by Insperity. To access your quarterly report packages, log in to isolved and navigate to Return Archive under the Reporting menu.

You can filter the list of available report packages by using the drop-down menus at the top of the screen, shown below.

Ongoing tax communication

As a reminder, you should send all payroll-related tax communication you receive to your Insperity payroll specialist for review. Insperity does not receive direct communication regarding your tax accounts from state and federal agencies, and these notices may contain important pieces of tax information needed for correct and timely tax payments and filings. Incorrect or missing information may result in penalties and interest assessed by the tax agency. Insperity is not responsible for any penalties and interest that are charged. 

Before the end of each quarter, we ask clients to review standard payroll and tax information for accuracy and make any necessary corrections. All Q3 payroll and tax information must be accurate and complete in isolved by Monday, Sept. 30, 2024.

Below are the recommended items to review to help you meet all requirements successfully. 

Review tax setup information 
 
It is crucial to confirm that your tax setup is accurate and complete.  We recommend that you go to Client Management > Client Summary to validate company information:  

• Name (or DBA name) matches the legal company name registered with tax agencies 
• FEIN matches the legal FEIN that is registered with tax agencies 
• Address matches the legal company address registered with tax agencies 

Next,  go to Reporting > My Reports and run the Tax List report. 

Review the following items: 

• Federal and state tax ID numbers 
• State filing frequencies and rates 

Important notes:  

Please remember that tax agencies do NOT send any rate or filing frequency notices to Insperity, but they do send this information to you, the employer of record.  If you have received these notices or see discrepancies in your isolved setup, please forward all information to your payroll specialist. 

You must have a registered ID number with all appropriate state and federal agencies in order to file.  Agencies do not accept “Applied For” ID numbers for filing and payments.  Submitting your filings with an “Applied For” ID could cause delays and agency penalties and fees. 

Review employee identification information 

Go to Employee Management > Employee Summary page and review employee names and social security numbers for accuracy. 

Other important tax reminders 

• Q2 tax filings will be available on the Return Archive page of the Reporting menu in isolved on Nov. 1, 2024. 
• Pay items that have not been entered in isolved yet OR payroll adjustments that will be reflected on Q2 returns MUST be reported to your payroll specialist by Monday, Sept. 30.  These items include: 
• In-house checks 
• Voided checks 
• Tax adjustments 
• Third-party sick/disability payments 
• An additional charge will be applied for any Q2 changes submitted after the deadline of Monday, Sept. 30

Please contact your dedicated payroll specialist with any questions or concerns regarding the information above. 

In accordance with your agreement and Form 8655 (Reporting Agent Authorization), this notification serves as confirmation that your second quarter 2024 payroll tax returns and payments have been filed on your behalf by Insperity Payroll Services.

Second-quarter report packages now are available in isolved and include all tax returns that were filed by Insperity. To access your quarterly report packages, log in to isolved and navigate to Return Archive under the Reporting menu.

You can filter the list of available report packages by using the drop-down menus at the top of the screen, shown below.

Ongoing tax communication

As a reminder, you should send all payroll-related tax communication you receive to your Insperity payroll specialist for review. Insperity does not receive direct communication regarding your tax accounts from state and federal agencies, and these notices may contain important pieces of tax information needed for correct and timely tax payments and filings. Incorrect or missing information may result in penalties and interest assessed by the tax agency. Insperity is not responsible for any penalties and interest that are charged. 

Before the end of each quarter, we ask clients to review standard payroll and tax information for accuracy and make any necessary corrections. All Q2 payroll and tax information must be accurate and complete in isolved by June 28, to ensure timely filing. Below are the recommended items to review to help you meet all requirements successfully.

Review tax setup information

It is crucial to confirm that your tax setup is accurate and complete. We recommend that you go to Client Reports > Client Profile Report  to validate company information:

• Name (or DBA name) matches the legal company name registered with tax agencies
• FEIN matches the legal FEIN that is registered with tax agencies
• Address matches the legal company address registered with tax agencies

Then, go to Reporting > My Reports and run the Tax List report.

Review the following items:

• Federal and state tax ID numbers
• State filing frequencies and rates

Important notes:

Please remember that tax agencies do NOT send any rate or filing frequency notices to Insperity, but they do send this information to you, the employer of record. If you have received these notices or see discrepancies in your isolved setup, please forward all information to your payroll specialist.

You must have a registered ID number with all appropriate state and federal agencies in order to file.  Agencies do not accept “Applied For” ID numbers for filing and payments. Submitting your filings with an “Applied For” ID could cause delays and agency penalties and fees.

Review employee identification information
Go to Employee Management > Employee Summary page and review employee names and social security numbers for accuracy.

Other important tax reminders

• Q2 tax filings will be available on the Return Archive page of the Reporting menu in isolved on Aug. 1, 2024.
• Pay items that have not been entered in isolved yet OR payroll adjustments that will be reflected on Q2 returns MUST be reported to your payroll specialist by Friday, June 28. These items include:
  • In-house checks
  • Voided checks
  • Tax adjustments
  • Third-party sick/disability payments
• An additional charge will be applied for any Q2 changes submitted after the deadline of Sunday, June 30.

Please contact your dedicated payroll specialist with any questions or concerns regarding the information above.

At the end of each quarter, we ask that you review important payroll and tax information in isolved for accuracy.

All Q1 2024 payroll and tax information must be accurate and complete in isolved by Thursday, March 28 to account for the offices being closed on Good Friday and to ensure timely filing.

Below are the recommended items to review to help you meet all requirements successfully.

It is important to confirm that your tax setup is accurate and complete. We recommend that you go to Client Management > Client Summary to validate each of the statements included in the following sections.

• Legal name
• Name (or DBA name) matches the legal company name registered with tax agencies

• FEIN matches the legal FEIN that is registered with tax agencies
• Address matches the legal company address registered with tax agencies

Then, go to Reporting > My Reports and run the Tax List report.

On this report, review the following items:

• Federal and state tax ID numbers
• State filing frequencies and rates

Here is an example of this report:

Please remember that tax agencies do NOT send any rate or filing frequency notices to Insperity, but they do send this information to you, the employer of record. If you have received these notices or see any discrepancies in your isolved setup, please forward all information to your payroll specialist.

You must have a registered ID number with all appropriate state and federal agencies to file. Agencies do not accept “Applied For” ID numbers for filing and payments. Submitting your filings with an “Applied For” ID could cause delay and agency penalties and fees.

Review employee identification information

Go to Employee Management > Employee Summary page and review employee names and social security numbers for accuracy.

Other important tax reminders

• First-quarter tax filings will be available on the Return Archive page of the Reporting menu in isolved on May 2, 2024.
• Pay items that have not been entered in isolved yet, OR payroll adjustments that will be reflected on Q1 2024 returns, MUST be reported to your payroll specialist by Thursday, March 28. These items include:
  • In-house checks
  • Voided checks
  • Tax adjustments
  • Third-party sick/disability payments

Ensure all FFCRA-qualified sick and leave wages are entered correctly.

• An additional charge will be applied for any Q1 2024 corrections submitted after Thursday, March 28

Please contact your dedicated payroll specialist today if you have any questions or concerns regarding the information above.

State unemployment insurance rates

Most states review and update employers’ unemployment insurance and state workers’ compensation rates effective Jan. 1 for the new year. You should receive a new rate notice in late 2023 or early 2024 from each state in which you are registered.

You will also be notified of revised state and local filing frequencies via agency letter or coupon book for your 2024 tax payments.

Please forward copies of rate notices or agency letters to ips.tax@insperity.com. Insperity does not receive this information from state and local agencies.

2023 annual and fourth-quarter returns

Fourth-quarter and annual tax filings will be available on the Return Archive page of the Reporting menu in isolved on Feb. 1, 2024, as referenced in the screenshot(s) below.

W-2 and 1099 form distribution

For employees and contractors who have consented to receive their year-end forms electronically, their W-2 or 1099-NEC form will be available to download through Employee Self-Service on Jan. 19, 2024. No forms will be printed for employees and contractors who have elected to receive year-end forms electronically.

Insperity will mail paper W-2 and 1099-NECs directly to employees and contractors. If an employee/contractor DID NOT opt in to receive an electronic form, their original W-2 or 1099-NEC will be mailed by Jan. 31, 2024, to their home address on file in isolved. 

For additional year-end information, visit the Year-End Central in the Insperity® Help Center. 

In accordance with your agreement and Form 8655 (Reporting Agent Authorization), this notification serves as confirmation that your third-quarter 2023 payroll tax returns and payments have been filed on your behalf by Insperity® Payroll Services.

Third-quarter report packages were made available in isolved on Nov. 1 and include all tax returns that were filed by Insperity. To access your quarterly report packages, log in to isolved and navigate to Return Archive under the Reporting menu.

You can filter the list of available report packages by using the drop-down menus at the top of the screen, shown below.

Ongoing tax communication

As a reminder, send all payroll-related tax communication you receive to your Insperity payroll specialist for review. Insperity does not receive direct communication regarding your tax accounts from state and federal agencies. These notices may contain important tax information needed for correct and timely tax payments and filings. Incorrect or missing information may result in penalties and interest assessed by the tax agency. Insperity is not responsible for any penalties and interest charged.

All Q3 payroll and tax information must be accurate and complete in isolved by Friday, Sept. 29, 2023, to ensure timely filing. Below are the recommended items to review to help you meet all requirements.

Review tax setup information

It is important you confirm that your company and tax setup is correct in isolved. Go to Reporting > Client Reports to run each report.

1. Validate the company information below on the Client Profile Report.
   • Name matches the legal company name registered with tax agencies
   • FEIN matches the legal FEIN that is registered with tax agencies
   • Address matches the legal company address registered with tax agencies
   • Verify that a Tax Filing contact is listed and the contact information (name, email address and phone number) is correct and as it should be reflected on tax forms
     

2. Validate your company tax information on the Client Profile Report under the section for Authorized Tax Agencies and Taxes.
   • Review the federal and state tax ID numbers for accuracy
   • Review the state filing frequencies and rates to ensure they are correct
     

Please remember tax agencies do NOT send any rate or filing frequency notices to Insperity, but they do send this information to you, the employer of record. If you have received these notices or see any discrepancies in your isolved setup, please forward all information to your payroll specialist.

You must have a registered ID number with all appropriate state and federal agencies in order to file. Agencies do not accept “Applied For” ID numbers for filing and payments. Submitting your filings with an “Applied For” ID could cause delay and agency penalties and fees.

3. Review employee information on the Employee W-2 Verification Report.
   • Verify employee names and Social Security numbers for accuracy
     

Other important tax reminders

• Third-quarter tax filings will be available on the Return Archive page of the Reporting menu in isolved on Nov. 1, 2023.
• Pay items that have not been entered in isolved yet OR payroll adjustments that will be reflected on Q2 returns MUST be reported to your payroll specialist by Friday, Sept. 29. These items include:
  • In-house checks
  • Voided checks
  • Tax adjustments
  • Third-party sick/disability payments
  • Ensure all ARPA qualified sick and leave wages are entered correctly
• An additional charge will be applied for any Q3 corrections submitted after the Friday, Sept. 29, deadline.

Please contact your dedicated payroll specialist today if you have any questions or concerns regarding the information above.