Step 1. Before you get started

Payroll Year-end Checklist

Complete this step to set up the Payroll application so you're ready to start working the Payroll Year-end Checklist.

Complete these steps in order

You must complete the Payroll Year-end Checklist in order to close the current payroll year.

Install the latest version of Connect

Do install the latest version of Connect. It has changes to the W-2 Form, changes to the tax tables, and the Pay Code list.

Print the quarterly reports for the 4th quarter

Print the quarterly reports required for your site for the fourth quarter; include federal and state quarterly reports.

Print W-2s as soon as possible

When you’ve finished the Payroll Year-end Checklist, print the W-2s as soon as possible. Ideally, you should print W-2s as soon you finish the last payroll of the year and before you begin the first payroll of the new year. Click here to watch a video clip on why it's important to print the W-2s as soon as possible (0m45s).

Wait to load new tax rates

DO NOT load the new tax rate information until AFTER the Payroll Year-end Checklist is finished.

Watch a video

[MP4]

A. Close the last payroll of the year

Follow the Each Pay Period steps checklist in the Payroll application to close the last payroll of the year. You should finish the checklist for the last pay period of the year before you start working on the Payroll Year-end Checklist.

What can I do while I'm waiting for the last payroll of the year to close? While you're waiting for the last payroll to close, you can get a head start by pre-balancing the year-end reports. To learn more, see How do I pre-balance Payroll Year-end Reports?

B. Install the latest version of Connect

The latest version of Connect will include changes to the government forms, federal reports, state reports, and updates to help you complete the Payroll Year-end Checklist. If you’re not sure if you’re running the latest release, follow the instructions in How do I check the Connect version number? to view the application version number.

How do I install Connect updates?

C. Print quarterly reports for the 4th quarter

Print the quarterly reports required for your site for the fourth quarter; include the federal and state quarterly reports.

How do I print quarterly reports for the 4th quarter?

D. Install the Payroll Year-end Checklist XML

There are a few changes to the Payroll Year-end Checklist for 2023. You should delete the XML for prior Payroll Year-end Checklists. This will prevent you from accidentally working on the checklist from a prior year. And then you should download and install the Payroll Year-end Checklist XML for 2023.

First, delete XMLs for prior years.

From the console, click Checklists and Manage Checklists to delete the Payroll Year-end Checklist XMLs for the prior year(s). [More]

Second, install the XML for the current year.

Right-click on the link and then select Save Link As or Save Target As to save the XML to your computer.

2023 Payroll Year-end Checklist [XML] [PDF]

Related tasks

To add the new electronic checklist, see the help topic titled How do I import an electronic checklist?
To print the Payroll Year-end Checklist XML PDF, click here. This is what you see in the fly-out menu when you use the electronic checklist in the Connect console.
To print the Payroll Year-end Checklist Instructions PDF, click here. This is a printer-friendly version.

202311, 2023Nov15