What is a Critical Element to Check During Payroll Tax Audits?

What is a Critical Element to Check During Payroll Tax Audits?

When it comes to payroll tax audits, CEOs and company founders know the devil is in the details. From reconciling all tax documents to ensuring correct employee classification, we've compiled the essential elements from four experts to keep your audits error-free.

• Reconcile All Tax Documents
• Focus on Worker Classification
• Verify Accurate Payroll Records

Reconcile All Tax Documents

This is probably oversimplified, but reconciling! I always create a spreadsheet to work backwards from. I.e., a spreadsheet that ties out W-2s to the W-3, to the 940, to the 941s, to the state payroll tax returns, etc. I tie out the totals (wages/taxes) as well as the payment history (date/amount). I then use my independent reconciliation to review the federal or state agency's data in order to spot the outlier(s) and properly address them. Sometimes, over-reliance on software is where the mishaps happen. Sometimes 'automated' software states you made the payment, but the bank and the agency state otherwise. It's important to independently verify figures from third parties and to compile as much data/research as possible prior to responding to payroll tax audits to streamline the process and ensure it's addressed and closed out in a timely manner. Where a lot of people fail is (1) over-relying on systems instead of independently verifying data and (2) overreacting to notices before they understand the data behind it.

Focus on Worker Classification

A key focus during a payroll tax audit is worker classification—deciding whether individuals are employees or independent contractors. This classification has significant tax implications and is a common area of error for many businesses.

Imagine a medium-sized tech startup, TechForward, with 100 workers: 70 classified as employees and 30 as independent contractors. During a routine payroll tax audit, the IRS checks these classifications based on factors like the degree of control the company has over the work and the financial aspects of the jobs.

Misclassification can result in substantial penalties. For instance, if the IRS finds that 10 of the 30 independent contractors should be classified as employees, TechForward could face significant fines. The penalties include back payment of FICA taxes (Social Security and Medicare), amounting to 7.65% of the worker’s wages, plus 20% of all wages paid and 100% of the matching FICA taxes, not to mention additional penalties and interest.

If each misclassified contractor earned an average of $50,000 per year, TechForward’s additional tax liability (excluding penalties and interest) could exceed $115,000 for just one year of misclassification. This example underscores why worker classification is a critical element checked during a payroll tax audit and serves as a warning for companies to rigorously assess their worker classifications to comply with tax laws and avoid hefty penalties.

Verify Accurate Payroll Records

When conducting a payroll tax audit, I always check that payroll records are accurate and complete. I ensure employee wages, salaries, and bonuses are correctly reported, taxes are accurately calculated and withheld, and payroll tax deposits are made on time. I verify employee classification, wage reporting on W-2 forms, and compliance with federal, state, and local tax laws to minimize errors and avoid penalties.