What it is
A payroll tax deposit is due on a date set by the schedule, and a late deposit brings a penalty. This workbook computes the due date for each pay date and compares it with the deposit.
It handles the monthly rule, the semiweekly rule and the $100,000 next-day rule, and tracks the quarterly and annual returns.
When to use it
- When a client runs payroll in house.
- When reviewing a provider’s deposits.
- At quarter end for Form 941.
What’s inside
- Deposits tab with 60 pay dates
- Due date formulas for the three rules
- Returns tab with due dates and liability by quarter
- Check that quarterly liabilities equal the deposits listed
Standard cited
This template follows IRS Pub 15. 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 are the semiweekly rules?
IRS Publication 15: payments made Wednesday, Thursday and Friday are deposited by the following Wednesday, and payments made Saturday through Tuesday by the following Friday.
What decides monthly or semiweekly?
The taxes reported in the lookback period. Publication 15 says $50,000 or less makes the employer a monthly depositor.
Does it know holidays?
No. Weekends move to the next business day, and you add legal holidays by hand.
Related templates
- Payroll Tax Reconciliation (Form 941 to GL)
- Form W-2 to Form 941 Annual Reconciliation
- Payroll Services Engagement Letter
- New Hire Payroll Onboarding Checklist
Last updated 11/06/2026. All free templates.