Year-End Resources
2025 Year-End Guide
Download the full play-by play guide for all you need to have a successful year-end and avoid unnecessary fees and penalties.
2025 Year-End Checklist
Download or printable the one-page checklist to make sure you hit all of your deadlines.
Year-End FAQs
See our most frequently asked questions for year-end, including how to find information in isolved and access W-2s.
Bank Closures & PremierNow Holidays
November 2025
| If your check date is... | Payroll is due... |
|---|---|
|
Thursday, 11/27 (moved to 11/26) |
Monday, 11/24 |
|
Friday, 11/28 |
Tuesday, 11/25 |
December 2025 – January 2026
| If your check date is... | Payroll is due... |
|---|---|
|
Thursday, 12/25
(moved to 12/24) |
Monday, 12/22 |
|
Friday, 12/26 |
Tuesday, 12/23 |
|
Monday, 12/29 |
Wednesday, 12/24 by 10 AM |
|
Tuesday, 12/30 |
Wednesday, 12/24 by 10 AM |
|
Wednesday, 12/31 |
Monday, 12/29 |
|
Thursday, 1/1
(moved to 12/31) |
Monday, 12/29 |
|
Friday, 1/2 |
Tuesday, 12/30 |
Will you have an extra check date in 2026?
If you have a check date of 1/2/2026 and process weekly or bi-weekly, you will have an extra check date in 2026 as the Fri. 1/1/2027 check date will be moved to 12/31/2026 due to the bank holiday. As the client, you will need to decide how best to manage your salaries and medical deductions. PremierNow is able to block deductions on a specific pay run if you give a list of the isolved named deductions and what pay run you want them blocked for. Managing the wages of employees will be a client decision.
Planning for 2026
Submit changes with these forms by December 12, 2025.
Retirement Plan Changes/Additions
If you are adding an employee-sponsored retirement plan in the new year, submit a form to PremierNow by December 12, 2025 to avoid expediting charges.
Time/PTO Changes/Additions
If you have PTO/Time related changes for the new year, submit a form to PremierNow for programming by December 12, 2025 to avoid expediting charges.
W-2s and 1099 Resources
Report necessary information to PremierNow.
W-2s
Report any necessary information to PremierNow by 12/12.
Employers will receive printed sealed employee W-2 forms for all employees unless the employee has elected to receive it electronically. Going paperless is easy and is once-and-done!
1099s
Clients who have us prepare 1099s outside of their payroll must submit the information to us by 1/15/2026. Templates can be found below.
For more information on how it works, check out our Client Guide for PremierNow 1099 Preparation.
Frequently Asked Questions: Year End Prep
This report is available in your latest payroll reports under REPORTING > CLIENT REPORTS > select EMPLOYEE W-2 VERIFICATION report > click GENERATE REPORT in black action bar. Then click GO TO MY REPORTS QUEUE > click VIEW REPORT (if VIEW REPORT is not there click REFRESH).
Under CLIENT MANAGEMENT > CLIENT UTILITIES > CLIENT ? EMPLOYEE LIST SETTINGS, click EDIT.
Choose the fields you’d like to see in your employee list by selecting it from AVAILABLE COLUMNS and dragging them under SELECTED COLUMNS. Click Save.
In your employee list, you can choose which columns show easily by selecting the button on the right hand side (column chooser). Drag the additional fields you want to see onto the screen.
Watch the tutorial video here.
We recommend waiting until after an employee has received their last pay to terminate them in isolved.
Under EE MANAGEMENT > EE MAINTENANCE > GENERAL > click TERMINATE (on the Black action bar) and a new screen will appear that defaults to deleting future absences, including PTO. You also have the option to stop their Direct Deposit and 401K.
If PTO is requested and tracked in the system, be sure to check off to DELETE FUTURE ABSENCES (PTO requests) on the calendar as they will flow into payroll if left unchecked even if the employee is terminated. This is part of the termination process.
Go to REPORTING > CLIENT REPORTS
- Employee W-2 Preview – This report is scheduled to generate with the last payroll of the year. You may also run it on demand. It displays all of the W-2 data by box code in a consolidated report format. Please review and report any necessary corrections.
- QTD Register– Shows quarterly totals including taxable wages by employee. May be sorted by groups such as department
- YTD Register – This report shows year to date totals including taxable wages by employee. It may be sorted by groups such as department
- Quarterly Wage Report – This report shows quarterly taxable wages and tax by employee in a consolidated format
Go to REPORTING > QUARTERLY REPORTS ON DEMAND
- Quarterly Tax Filings – Clients can find copies of quarterly returns that PremierNow files on your behalf each quarter.
Go to REPORTING > YEAR END REPORT ARCHIVE
- W-2/1099 Copies – Here, employers can access and print copies of W-2s and 1099s and can filter results based on specific year they are looking for.
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With year-end approaching, it is important to verify W2 information including social security numbers. Did you know that the IRS may penalize employers up to $50 per incorrect SSN on W-2s?
To update an employee’s SSN, you’ll go to EMPLOYEE MANAGEMENT > EMPLOYEE MAINTENANCE > GENERAL and first select from the drop down for ID TYPE: SSN.
It will then open up the field for UPDATE SSN and you can enter in the correct ID and click SAVE in the black action bar at the top of the GENERAL screen.
The document will be in your downloads folder. The screen may look like it is still loading, but the form is actually already downloaded.
Please forward a copy of the 2026 rate notice you will receive from your state UC department to [email protected] even if there is no change in your rate from 2025. Failure to update your rate will result in over/underpayments in the 1st Quarter of 2026 and needless correspondence with the government.
For comparison purposes, your current tax rate is noted on the PAYROLL SUMMARY REPORT:
Client FAQs: W-2s
Client Users
As a client user, you can find all copies of W-2s / 1099s under REPORTING > YEAR END REPORT ARCHIVE. All years processed in isolved are always available.
Copies of ALL quarterly returns processed in isolved are found under REPORTING > QUARTERLY REPORTS ON DEMAND. Q4 will be available by mid-January. A pop-up in isolved will alert you once quarterly returns are available.
Employee + Admin Users
If your employees access their pay stubs electronically through the employee self-service portal, individual copies of the W-2s are available to the employee and you (as the admin) under EMPLOYEE SELF SERVICE > W2/ACA/1099 FORMS. The employees have access to all W-2s processed in our system as well. No need to ask for a reprint.
No paper forms will be sent for the employees who have signed up for paperless Year-End tax forms.
Your only responsibility is to distribute the hard copy W-2s to your employees (active or terminated). We do NOT mail W-2s directly to your employees. You do need to put postage on the sealed W-2s for your employees. Our office works hard to get the hard copies sent out by mid-January. Click here for more hard copy distribution reminders.
In order to see information for employees with a terminated or inactive status, navigate to EMPLOYEE SELF SERVICE > W2/ACA/1099 FORMS.
- On the employee list, click on the funnel icon next to the STATUS column header.
- Click SELECT ALL, then click OK – this will show you all employees listed in the system, regardless of their status.
Are you or your employees downloading their W-2 or another document? When you click to view a document, you will see this message:
The document will be in your downloads folder. The screen may look like it is still loading, but the form is actually already downloaded.
The best way to see the status of your W2s is to go to REPORTING > YEAR END REPORT ARCHIVE, there you will find:
- Date PremierNow printed your W2s – they go out for delivery shortly after that
- W2 Pressure Seal – this shows the hard copy W2s
- W2 Delivery sheet – this shows the address we sent them to
- W2 Packing List – this shows the number of electronic W2s (also included in the folder you receive with the hard copies)
- W-2 Copy D Employer – this shows ALL company W2s and has ESS COPY watermark for those who did not receive a hard copy
These employees signed up for paperless W-2s. We don’t have physical W-2s for them. Here the guides related to this:
- Client Guide – Electronic Consent of Year-End Tax Forms
- Employee Guide – Electronic Consent of Year-End Tax Forms
If they no longer want to receive paperless W2s, you’d need to put in a YE Consent Withdrawn date under EMPLOYEE MANAGEMENT > EMPLOYEE MAINTENANCE > GENERAL:
Calculation Method:
- Analyze all previous check detail entries to calculate hours worked using Hours Worked
- Identify hours over 40 per week to determine FLSA overtime hours in the week using the earnings in Hours Worked
- Use the formula: (Regular Earnings Dollars + (FLSA Overtime Hours × Base Hourly Rate)) ÷ Hours Worked to calculate estimated average overtime rate per hour. Base hourly rate is the rate entered or their default pay rate.
- Multiply estimated average overtime rate per hour by 0.5 to determine the Estimated Overtime Premium per Hour.
- Multiply the premium per hour by total FLSA overtime hours to calculate the Estimated Overtime Premium reported on Form W-2 and new reports.
Notes
For non-weekly payrolls, that do not include the weeks worked, the calculation uses the following threshold to determine FLSA hours:
- Biweekly frequency – 80 hrs
- Semi-monthly frequency – 86.67 hours
- Monthly frequency – 173.33 hours
Important Considerations
- Box 14 of W-2s is for information only and is NOT REPORTED TO THE IRS.
- The calculation and reporting in isolved is based off of their research and due diligence and is not a perfect science, as the disclaimer on the report notes.
- If employees are questioning or unsure of what to use for their personal taxes, we encourage them to pull their pay stubs and consult with their tax preparer.
Find out how to access both reports and more info in our latest post on OBBBA.
Employee FAQs about W-2s (and how to answer)
PremierNow sent an email to all clients in November regarding the SSN Verification report in isolved to correct any incorrect SSNs before processing W-2s. For those not corrected, you can do the following to avoid the $30 Correction fee after 1/16:
- Notify PremierNow before 1/16 so we can correct it in our system before transmitting to SSA/IRS (no fee to correct before 1/16)
- Employee can white-out the incorrect SSN number and enter his/her correct SSN on existing copy of the W-2 (replacement is not needed)
- Enter the correct SSN online so the system is updated for this year. Go to EE MGT > EE Maintenance > GENERAL > Under PERSONAL INFORMATION, you cannot see the current SSN so select ID TYPE: SSN > enter correct SSN in UPDATE SSN field > SAVE
W-2s do NOT need to be reprinted [$20 reprint fee] because the controlling address is the address on the Tax Return, not the W-2. Employee can white-out and enter correct address on existing W-2 and update in the payroll system if needed.
Last Year’s Withholding
Past withholding can NOT be changed. Employees receive a check stub every pay period so they can verify their Filing Status, Taxes, and Deductions.
Current Year Withholding
If the employee would like to make any changes going forward, you should:
- Have them complete an updated W4 and
- Update this information in isolved (Employee Management > Employee Pay > Tax Information > Federal Income Tax section and complete based on the employees’ answers on their W4.)
Remind employees it is their responsibility to review their pay stubs during the year!
We are not able to advise on what an employee’s filing status and withholding amounts should be. This is best discussed with their accountant or by visiting the IRS website.
Employees with Pre-Tax deductions [Sec 125 Health plans, HSA, FLEX, 401K, Simple/IRA] will see different amounts for total wages.
- Box 1 is for FEDERAL TAXABLE WAGES = Gross wages minus 401K and Simple/IRA contributions minus amount of the pre-tax health & flexible spending deductions
- Box 5 is for GROSS WAGES = Gross Wages minus the amount of the pre-tax health & flexible spending deductions [the purpose of the Pre-tax deduction is to reduce the amount of Gross Wages that is taxed]. If you have 401K/Simple/IRA, Box 1 and Box 5 will have different amounts to reflect those contributions
If you have Employee Self Service for your employees to view/print their pay stubs, they can print/reprint their own W-2 copy on plain paper [this is accepted by the IRS] using the same login they use to view Pay Stubs….OR…you can reprint under REPORTING > YEAR END REPORT ARCHIVE > W-2 PRESSURE SEAL > VIEW REPORT > select EE. This will save you reprint fees!
Otherwise, PremierNow can reprint [$20] / email [$15] a copy to the employee [you have the option to charge the employee that fee as a Misc Deduction].