What it is
Before the January filings, the W-2 totals should agree with the four quarterly returns. This workbook ties them and requires an explanation for each difference.
Enter each employee’s W-2 amounts, and the 941 amounts by quarter. The workbook totals both sides and checks the differences.
When to use it
- In January before filing W-2s.
- When a notice questions the wage totals.
- In a payroll review.
What’s inside
- Employees tab for 100 W-2s
- Reconciliation tab for four items by quarter
- Explanation table
- Check that unexplained differences are zero
Standard cited
This template follows Forms W-2, W-3, 941. It is written in our own words, except for phrases the standard requires the document to contain, with [bracketed placeholders] for client details, amounts in USD and dates as MM/DD/YYYY. Check it against the current standard and your firm’s methodology before use.
Questions
What causes differences?
Examples are group-term life insurance, third-party sick pay, adjustments for earlier quarters and tips. The workbook asks for the reason and a support reference.
Is the SSN stored?
No. Only the last four digits are asked for.
What is the due date?
The IRS employment tax due dates page lists January 31 for Forms W-2 and W-3.
Related templates
- Payroll Tax Reconciliation (Form 941 to GL)
- Payroll Tax Deposit and Filing Tracker
- Year-End Payroll and 1099 Close Checklist
- Payroll Audit Checklist
Last updated 11/06/2026. All free templates.