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Q4 2025 - Quarterly Letter 

Hello,

As the end of Q4 2025 is approaching we would like to send a general reminder on items that need to be reviewed.  Please have your team review the following and let us know if you have any questions.

 

  1. BLACKOUT PERIOD– The last day to make any changes will be Friday, January 2, 2026.  Monday, January 5, 2026, will begin our blackout period and the tax team will began processing quarterlies.
  2. REVIEW YOUR EXPECTED TAX RETURNS TO MAKE SURE ALL CLIENTS ARE LISTED - Under Production Utilities > Service Bureau Reports > Report: Expected Tax Return Checklist > Filter for Q4 2025.  This report will filter in alphabetical order per state, per form and per client. The legal status will show if the client is active or in conversion.
    1. If your client does not appear on the Expected Tax Return Checklist, the Q4 2025 filings will not be created and will not be filed. Navigate to the client and check your Legal Service History Date to make sure it is correct.
  3. YEAR-END VIDEOS – If you have not already, review the year-end training videos in the Knowledgebase. Year End Process 2025
  4. MISSING TAX IDs – On the Expected Tax Return Checklist, the column labeled EIN will show if there are any missing tax ID’s. Any missing tax ID’s will result in a $100 fee charged to your monthly royalties. Once you have the tax ID, you’ll need to enter it in the Tax Maintenance screen. We cannot file any returns without the ID. If you receive an ID in the middle of us processing the quarterly returns, that return will go to the end of the processing list. If you need assistance finding the State registration website, please refer to the state guide posted in the Teams > Training> Payroll Vault Buzz (posted 08/28/2025) or engage with Middesk. IMPORTANT: Notify the tax team via a HubSpot ticket that the tax ID has been entered in iSolved.
  5. Liabilities - Any liabilities that need to be opened for the quarter are opened in iSolved and the funds impounded from the client to the tax bank account (Georgia Banking). Knowledge Base article: Opening Tax Liabilities
  6. Unemployment Rate – Unemployment tax agencies have started mailing out their 2026 Unemployment rates. Ask your client to send over their rate notices so they can be updated in the tax maintenance screen. Note: Ensure the effective date is set to the correct year in iSolved tax maintenance screen
  7. REVIEW YOUR INTERIM RECONCILIATION (ERROR) REPORT - The Interim Reconciliation Report can be found under Tax Filing Management> Tax Utilities > Interim Reconciliation. On the last payroll of the quarter, any errors that still need to be correct will fall into the Tax Filing Management > Tax Quarter End > Quarter End Dashboard. All errors will need to be corrected prior to December 31, 2025.  If you need any assistance with your errors, please submit an OPS ticket.
  8. REVIEW PAYROLL REPORTS – Each payroll you’ll want to make sure you are checking the below four reports:
    1. Exceptions
    2. Payroll Summary
    3. Payroll Register
    4. New Employee and Change Audit
  9. PROCESS THE LAST PAYROLL OF THE QUARTER - The last payroll of the quarter will need to be processed for the quarter to close properly and the tax forms to be created.  If your client skips their last payroll of the quarter and had no payrolls in the last month of the quarter, please process a zero payroll to close the quarter out. All on-hold payrolls will need to be processed as a zero payroll as well. As a best practice we recommend running zero payroll on the last day of the month if your client doesn’t run a payroll in that month.
  10. ON-HOLD PAYROLLS WILL NOT PROCESS - You will need to flip the on-hold payrolls to activate temporarily to process the zero payroll and to make sure they appear to the tax team for processing.

 

IMPORTANT NOTE: The tax team no longer accepts exceptions lists. All errors will need to be corrected prior to blackout period. All missing tax IDs will need to be applied for. If the client is not liable for the quarter their effective date will need to be corrected for that tax within the tax maintenance screen. It will be the responsibility of the franchise to notify the tax team via a HubSpot ticket when an ID has been entered into iSolved. It is important to note any clients that are not ready to process at the time of quarterly processing will move to the end of the processing list. The tax team will begin processing with all clients that are in balance, have tax IDs and are ready to file.  

 

Please let us know if you have any questions. We appreciate all your assistance as we close quarter end.

 

Thank you,

Tax Team