2025 Payroll Forms: Key Tax Forms and Quick Links

In 2025, employers are gearing up for another cycle of tax-related tasks and responsibilities. With new regulations and requirements always on the horizon, staying informed about the essential payroll forms needed to keep your business compliant is critical. Understanding the various federal and state-specific forms, such as the W-2, W-4, and others, is key to managing your payroll smoothly.

In this blog, we'll review the vital payroll tax forms required for 2025, offering direct links for easy access and empowering you to meet all filing deadlines. We'll alsospotlight Paystubsnow, a convenient platform designed to streamline the creation of payroll records and pay stubs, ensuring accuracy and simplicity.

Main Takeaways From This Article:

• Familiarize with key federal payroll forms, including W-2, W-3, W-4, and their specific purposes and due dates for tax payments.
• Recognize the importance of Form 940 and 941 in overseeing unemployment taxes and quarterly tax obligations stated by the federal government.
• Identify critical contractor forms, such as W-9 and 1099-NEC, essential for managing non-employee compensation.
• Stay updated with health insurance reporting obligations through forms like 1095-B.

What Are Payroll Forms and Why Are They Important?

Payroll forms are essential documents that record earnings and tax information of employed individuals. They ensure lawful compliance, precise tax calculations, and accurate employee compensation reporting at the federal and state levels. These forms are about legal adherence and help mitigate penalties, bolster employee trust, and support the smooth functioning of business operations.

Employee Payroll Tax Forms

Navigating an annual tax form can seem challenging, but understanding all the forms is crucial. Let's examine the essential forms you'll need to manage employee taxes smoothly in 2025.

Form W-2 (Wage and Tax Statement)

A W2 Form is critical to payroll and is submitted annually by employers to an employee for their services. It reports total wages paid to employees and taxes withheld during the year.

• Filing Requirements: This is required for each employee who earned $600 or more. Employers must provide copies to employees and the Social Security Administration (SSA).
• Due Dates: To employees by January 31, 2025. To SSA by February 28, 2025 (paper) or March 31, 2025 (electronic using local tax IDs)
• Official Form

Form W-3 (Transmittal of Wage and Tax Statements)

Form W-3 summarizes all of an employer's W-2 forms. Its primary function is to provide the wages and withholdings reported on the W-2s.

• Filing Requirements: Must accompany paper W-2 forms sent to the SSA; not required for electronic filing.
• Due Date: January 31, 2025
• Official Form

Form W-4 (Employee's Withholding Certificate)

This form determines the federal income tax withholding from an employee's paycheck and assists employees in calculating the correct amount of federal tax to be deducted from their earnings. Employees generally submit this form during their onboarding process .

• Filing Requirements: Filled out by employees at hiring or when personal/financial circumstances change.
• Due Date: No fixed annual deadline; submitted to the employer upon hiring or updates.
• Official Form

Form 940 (Employer's Annual Federal Unemployment Tax Return)

This is an annual employer requirement. The Federal Unemployment Tax Act aims to report and pay unemployment taxes that compensate workers who have lost their jobs.

• Filing Requirements: Required annually for employers who paid $1,500+ in employee wages in any calendar quarter or had an employee work 20+ weeks.
• Due Date: January 31, 2025
• Official Form

Form 941 (Employer's Quarterly Federal Tax Return)

This is an essential document for employers. Reports federal income tax withheld and employer/employee portions of Social Security and Medicare taxes.

• Filing Requirements: Required quarterly for most employers.

• Due Dates for 2025:

• Q1: April 30

• Q2: July 31

• Q3: October 31

• Q4: January 31, 2026

• Official Form

Form 943 (Employer's Annual Federal Tax Return for Agricultural Employees)

Employers use this tax form to report wages paid to agricultural workers during the year. It also reports federal tax withholdings and FICA taxes for agricultural workers.

• Filing Requirements: Required if you paid $2,500 or more in wages to farmworkers.
• Due Date: January 31, 2025
• Official Form

Form 944 (Employer's Annual Federal Tax Return)

Form 944 is designed for small employers to report yearly federal income taxes, social security, and Medicare taxes. It minimizes the burden for employers with an annual tax liability of $1,000 or less. Such employers can file these forms annually instead of filing them as quarterly forms.

• Filing Requirements: Employers must receive IRS authorization to file this instead of Form 941.
• Due Date: January 31, 2025
• Official Form

Contractor Forms

Independent contractors and freelancers require different tax documentation than full-time employees. Below are the key forms you’ll need to manage their compensation.

Form W-9

This is necessary as a Request for a Taxpayer Identification Number (TIN) and Certification. It collects taxpayer information from freelancers and contractors for 1099 reporting.

• Filing Requirements: These are completed by contractors and submitted to the payer before payment is received.
• Due Date: Provided before or at the time of payment.
• Official Form

Form 1099-NEC (Nonemployee Compensation)

Form 1099 is a series of tax documents that self-employed or freelancers use to report income other than salaries, wages, and tips to the IRS. Report payments of $600 or more to independent contractors.

• Filing Requirements: These must be filed by each qualifying contractor.
• Due Date: To the recipient and IRS January 31, 2025
• Official Form

Form 1099-MISC (Miscellaneous Income)

Form 1099-MISC is used to report miscellaneous compensation, such as rent, prizes, awards, medical and healthcare payments, and payments to an attorney. This form reports payments not covered under 1099-NEC.

• Filing Requirements: Filed for various non-employee compensation types.
• Due Dates: To the recipient on January 31, 2025. To the IRS on February 28 (paper) or March 31 (electronic).
• Official Form

Form SS-8 (Determination of Worker Status for Purposes of Federal Employment Taxes and Income Tax Withholding)

Form SS-8 helps determine if a worker is an independent contractor or employee.

• Filing Requirements: Can be filed by employers or workers at any time.
• Due Date: No fixed deadline; used when classification clarity is needed.
• Official Form

Health Insurance Reporting Forms

Employers that provide health insurance must submit the forms below to the IRS and employees confirming coverage.

Form 1095-B

This illustrates that a worker has minimum essential health coverage. The primary goal is to report certain information to the IRS and taxpayers about individuals covered by minimum essential coverage.

• Filing Requirements: Filed by insurers and small self-insured employers.
• Due Dates: To employees on March 1, 2025. To the IRS on March 31, 2025 (electronic).
• Official Form

Form 1094-B

Form 1094-B is the transmittal form that must be filed with Form 1095-B. It accompanies Form 1095-B as a summary transmittal to the IRS.

• Filing Requirements: Required when submitting 1095-B to the IRS.
• Due Date: March 31, 2025 (electronic)
• Official Form

Miscellaneous and Other Forms

These additional forms below serve compliance and documentation purposes, from verifying employment eligibility to reporting tip income.

Form I-9 (Employment Eligibility Verification)

Form I-9 is a mandatory document for employers. It aims to verify the identity and employment authorization of individuals hired for employment in the United States, both citizens and non-citizens.

• Filing Requirements: Must be completed for each new hire. Keep the form for three years after hire or one year after termination (whichever is later)
• Due Date: Within three business days of the employee’s start date
• Official Form

Form 8027 (Employer's Annual Information Return of Tip Income and Allocated Tips)

Employers operating food or beverage establishments use Form 8027. Reports the tip income and allocated tips for food and beverage businesses with over 10 employees.

• Filing Requirements: You can file if your establishment is a food or beverage establishment, tipping is customary, and you employ more than 10 employees.
• Due Dates: The Paper is due February 28, 2025. Electronic is March 31, 2025
• Official Form

Form 1096 (Annual Summary and Transmittal of U.S. Information Returns)

Form 1096 is an IRS tax form used in the United States to summarize information returns being sent to the IRS. Used to summarize paper-filed 1099 forms submitted to the IRS.

• Filing Requirements: Required only if filing 1099 forms on paper.
• Due Date: February 28, 2025
• Official Form

State and Local Forms

While we've covered the most common federal payroll forms, remember that each state has tax forms that must be filed. Here are some you might come across, depending on your business's location:

• State Unemployment Tax Forms: Required if your business pays into a state unemployment fund.
• State Withholding Forms: These are used to manage state income tax withholdings (often counterparts to the federal W-4).
• State New Hire Reporting Forms: In many states, newly hired employees must be reported to a designated agency or department. Each state has requirements and often a specific form to facilitate this reporting.

Payroll Form Best Practices

Mastering payroll form handling ensures compliance and accuracy throughout the tax year. Here are some best practices to refine your payroll processes.

Stay On Top of Key Payroll Deadlines

Missing a payroll form deadline can lead to penalties and compliance issues. Mark important dates on your calendar, like quarterly 941 filings or annual W-2 submissions. Set automated reminders or use payroll software to track due dates.

Keep Payroll Records Organized Throughout the Year

Maintaining organized payroll records is essential for audits, tax filings, and employee disputes—store digital copies of pay stubs , tax forms, and timesheets in a secure, centralized system. Categorize documents by employee and year for quick access.

Verify Employee Information and Classification

Always double-check whether a worker is classified as an employee or an independent contractor . Misclassification can trigger serious tax liabilities and legal issues. Confirm Social Security numbers, EINs, and names before submitting tax forms.

E-File Payroll Forms When Possible

Electronic filing is faster, more secure, and less prone to errors than manual filing. The IRS encourages businesses to e-file forms like W-2, 941, and 1099-NEC, especially when submitting in bulk. E-filing helps meet deadlines more easily and provides instant confirmation.

Use Paystubsnow To Avoid Math Errors and Miscalculations

With Paystubsnow, you can automatically generate accurate pay stubs, including taxes, deductions, and benefits. Our platform minimizes human error and ensures every document aligns with current federal and state payroll regulations, keeping your business audit-ready and error-free with every pay cycle.

Ensure Payroll Compliance and Accuracy With Paystubsnow

Managing payroll tax forms for 2025 means staying on top of deadlines, knowing which forms apply to your business, and ensuring every detail is accurate. From W-2s and 1099s to Forms 941, 940, and more, even small errors can lead to penalties or compliance issues.

Paystubsnow helps simplify this process. Our platform allows you to generate compliant, accurate payroll documents, including pay stubs and income records, so you’re always prepared for tax season. Whether you're handling employee compensation or independent contractor payments, Paystubsnow keeps your records organized, up-to-date, and ready for filing.

Revolutionize your payroll management with proper compliance with Paystubnow.