Which Payroll Reports to Collect From Clients (and When)
Payroll touches the books, the business return and the owners' personal returns. Which payroll reports to collect monthly, quarterly and at year end, and how to stop chasing them.
Quick answer: Accountants and bookkeepers typically need a payroll register or journal for each pay period or month, quarterly federal and state payroll tax filings (such as Form 941 and state unemployment returns), and year-end reports including W-2 and W-3 copies, Form 940 and a year-end summary by employee. The easiest way to get them is accountant access to the client's payroll provider. When that isn't possible, request named reports on a fixed calendar.
Key takeaways
- Ask for accountant or read-only access to the payroll provider first.
- Name reports specifically; "payroll stuff" gets you a screenshot.
- Reconcile payroll liabilities in the books to tax filings every quarter.
- Employment tax records should be kept at least 4 years after the tax is due or paid, whichever is later, per the IRS.
Reports by frequency
| When | Report | Used for |
|---|---|---|
| Each month | Payroll register or journal | Recording wages, taxes and deductions in the books |
| Each month | Tax deposit confirmations | Reconciling payroll tax liabilities |
| Each quarter | Form 941 (or annual Form 944 for small employers the IRS has told to file it) and state payroll filings | Tying the books to filed returns |
| Year end | W-2s and W-3 | Owners' and the business's returns |
| Year end | Form 940 and state annual withholding reconciliation (where required) | Annual reconciliation |
| Year end | Annual summary by employee | Officer compensation, retirement contributions, benefits |
S corporation owners
For S corporation clients, payroll reports also confirm the owner's W-2 wages and items such as shareholder health insurance, which affect both the business return and the owner's personal return. Ask for these early. See onboarding business tax clients.
Sample request
Please upload your Q3 payroll reports from [provider]: the payroll register for July to September, the filed Form 941 for Q3, and your state unemployment return for Q3. Upload here: [link]
Fit it into the close
Payroll reports belong on your monthly close list. See the month-end close checklist and bookkeeping onboarding checklist. Correctdocs checks each report for the right business and period, and follows up automatically on what's missing.
Correctdocs is in early access. The first 10 US accounting, bookkeeping and tax firms get a free 30-day pilot on real client requests. Request early access.
Frequently asked questions
What payroll reports does my accountant need?
Usually payroll registers each month, quarterly payroll tax filings, and year-end W-2s, W-3, Form 940 and an annual summary.
How long should payroll records be kept?
The IRS says employment tax records should be kept for at least 4 years after the tax becomes due or is paid, whichever is later.