Struggling to keep up with payroll taxes? As a small business owner, staying compliant with 2025 payroll tax regulations is critical to avoiding costly IRS penalties. In this guide, we share 10 essential payroll tips — from accurate W-2 filing to automated tax calculations — that will help you streamline payroll processing, reduce compliance risks, and stay ahead of IRS deadlines. Discover how Rollo HCM simplifies payroll for small businesses and keeps your tax filings accurate, on time, and audit-ready.
As a small business owner, getting payroll and taxes right is just as important as managing daily operations. And with the IRS issuing over 4 million notices for simple math errors in 2022 alone, it’s clear that accuracy matters — a lot.
The good news? You can stay ahead of tax time and reduce the risk of getting penalized with these ten proactive steps. And with Rollo HCM as your payroll partner, handling tax-related compliance becomes easier and more reliable.
The earlier you start organizing your payroll records, the less stressful tax time becomes. Review past filings like Form 941 for accuracy, confirm EINs and SSNs, and keep your documents — payroll reports, receipts, and employee records — in one centralized place. Rollo HCM helps simplify this with a platform that stores payroll and tax forms in one secure, accessible location.
An accountant who understands small business tax implications — including payroll taxes — is worth their weight in gold. Your accountant should be familiar with how payroll integrates with broader tax strategies, and Rollo HCM can make their job easier by providing detailed, up-to-date reports.
Instead of waiting until year-end, schedule regular check-ins (monthly or quarterly) with your accountant. Real-time payroll data from Rollo HCM enables accurate forecasting, error prevention, and more proactive tax planning.
Payroll isn’t just about cutting checks — it’s about withholding the right amounts, filing on time, and staying compliant. Rollo HCM automates payroll tax calculations, handles filings, and helps minimize the risk of IRS notices. It’s peace of mind with every pay run.
Offering a retirement plan like a 401(k) doesn’t just benefit your team — it also offers tax advantages for your business. Rollo HCM integrates with various retirement providers, making it easy to manage deductions and stay compliant with tax-advantaged contributions.
Come January, you’re responsible for issuing W-2s to employees and 1099s to contractors. With Rollo HCM, this process is streamlined: forms are generated and distributed with just a few clicks, ensuring your year-end compliance requirements are met with less hassle.
Missing W-2 deadlines or filing incorrect information can be costly — with fines up to $660 per W-2 for intentional disregard. Here’s what small business owners need to know and how Rollo HCM can help avoid these issues.
Rollo HCM’s digital filing tools help ensure your W-2s are complete, accurate, and submitted on time, reducing the risk of errors and IRS penalties.
Form 8809 can request an extension — but approval isn’t guaranteed. Valid reasons include a serious illness, natural disaster, or being a brand-new business. Just being too busy won’t cut it with the IRS.
Many states have their own W-2 filing requirements. Rollo HCM helps you stay compliant by managing both federal and state-level filings, reducing your administrative burden and risk.
Filing accurate, timely payroll forms like W-2s is non-negotiable — but that doesn’t mean it has to be a pain. With Rollo HCM, your small business gets:
By staying proactive and using the right tools, you’ll keep your business in good standing with the IRS and spend more time focusing on what matters — growing your business.
