Tax Calendar and Deadlines: Planning Your Small Business Tax Year

Effective tax planning requires understanding and managing various tax deadlines throughout the year. This guide helps you create a comprehensive tax calendar for your small business.

What You’ll Learn

Key tax deadlines
Filing schedules
Payment due dates
Planning strategies
Calendar management

Annual Tax Calendar

First Quarter (January - March)

January Deadlines

Q4 estimated tax payments
W-2 and 1099 distribution
Q4 payroll tax returns
State tax filings
Annual planning review

February Requirements

1099 submission to IRS
W-2 submission to SSA
State compliance filings
Information returns
Record updates

March Tasks

Corporate tax returns
Partnership returns
S-corporation returns
Extension requests
Q1 planning review

Second Quarter (April - June)

April Deadlines

Individual tax returns
Q1 estimated taxes
C-corporation returns
State tax payments
Q1 payroll taxes

May Requirements

State tax filings
Local tax payments
Quarterly reviews
Compliance checks
Mid-year planning

June Tasks

Q2 estimated taxes
Mid-year adjustments
State requirements
Local obligations
Half-year review

Third Quarter (July - September)

July Deadlines

Q2 payroll taxes
State tax filings
Local tax payments
Mid-year reports
Planning updates

August Requirements

State compliance
Local obligations
Q3 preparation
Review meetings
Adjustment period

September Tasks

Q3 estimated taxes
Three-quarter review
State requirements
Planning updates
Compliance checks

Fourth Quarter (October - December)

October Deadlines

Extended returns
Q3 payroll taxes
State filings
Year-end planning
Budget preparation

November Requirements

Year-end preparation
State compliance
Planning meetings
Documentation review
System updates

December Tasks

Year-end adjustments
Final estimated taxes
State requirements
Planning completion
Record finalization

Specific Filing Requirements

Income Tax Returns

Business Entities

C-corporation deadlines
S-corporation due dates
Partnership filing dates
Sole proprietor requirements
Extension options

Information Returns

1099 series deadlines
W-2 requirements
State information returns
Local filing dates
Extension procedures

Employment Taxes

Quarterly Requirements

Form 941 deadlines
State unemployment
Local payroll taxes
Deposit schedules
Reporting dates

Annual Filings

Form 940 deadline
W-2 and W-3 filing
State annual returns
Reconciliation reports
Compliance verification

Planning Strategies

Calendar Management

Digital Tools

Calendar software
Reminder systems
Integration options
Automation tools
Tracking methods

Manual Systems

Physical calendars
Checklist creation
Deadline tracking
Documentation methods
Backup procedures

Compliance Management

Internal Controls

Review procedures
Verification systems
Documentation requirements
Quality checks
Update processes

External Support

Professional deadlines
Service provider schedules
Compliance reviews
Audit preparation
Communication plans

Common Challenges

Deadline Management

Common Issues

Missing deadlines
Late filings
Incomplete submissions
Documentation gaps
Communication breakdowns

Solutions

Early preparation
Backup systems
Professional support
Review procedures
Emergency plans

Special Considerations

State Requirements

Multiple state deadlines
Local variations
Filing frequencies
Payment schedules
Compliance differences

Industry-Specific

Special deadlines
Industry requirements
Seasonal variations
Regulatory compliance
Reporting needs

Technology Solutions

Calendar Tools

Software Options

Tax calendars
Reminder systems
Integration capabilities
Automation features
Reporting tools

Implementation

Setup procedures
Training requirements
Maintenance needs
Update processes
Backup systems

Professional Support

When to Seek Help

Complex Situations

Multiple jurisdictions
Special requirements
Compliance issues
Strategic planning
Audit support

Service Options

Tax professionals
Compliance services
Calendar management
Deadline tracking
Review procedures

Next Steps

Create annual calendar
Set up reminder systems
Establish review procedures
Implement tracking tools
Schedule regular reviews

Additional Resources

IRS tax calendar
State tax guides
Professional associations
Planning tools
Educational materials

Conclusion

A well-planned tax calendar is essential for maintaining compliance and avoiding penalties. Stay organized, use appropriate tools, and seek professional help when needed to ensure all deadlines are met.

This guide is part of our Tax Basics series at Small Business Tax Compass, designed to help small business owners manage their tax deadlines effectively. For specific guidance on your situation, please consult with our tax professionals.