Payroll Reconciliation and Reporting – 2026 Update

Overview

Payroll operations are a day to day process. From the time you decide to hire workers - from the first day of employment to the last - reporting information concerning their HR and payroll is essential to your business. Most businesses use payroll software and/or third party payroll agents to record and report most payroll.

However, it is in your best interest to know internally what you are obligated to do for Federal and State compliance. Further, you should periodically reconcile your payroll records to ensure payments are made and recorded accurately and timely. Simply relying on computers to do this will not detect many systematic errors that can result in penalties and audits. You can also run afoul of other regulations such as Sarbanes Oxley and many other Acts.

Why You Should Attend

After attending this webinar, participants will be able to:

• Understand recent regulatory updates impacting payroll reporting, including updates to forms such as W-4 (Employee’s Withholding Certificate) and I-9 (Employment Eligibility Verification).
• Learn practical techniques to reconcile payroll records accurately by pay period, monthly, quarterly, and annually.
• Ensure compliance with federal, state, and local payroll reporting requirements including tax filings and employee documentation.
• Identify potential system errors or reporting discrepancies that payroll software alone may not detect.
• Develop procedures to review internal payroll policies, update documentation, and train staff accordingly.
• Conduct internal payroll audits to reduce the risk of penalties, fraud, or regulatory non-compliance.

Who Will Benefit

This webinar is designed for professionals responsible for payroll processing, compliance, and financial oversight within organizations.

The session will be particularly valuable for:

• Payroll Managers and Payroll Processing Staff
• Human Resources Professionals
• Department Managers overseeing payroll operations
• Accounts Payable Staff and Managers
• Accounting Professionals
• Finance Managers and Controllers
• Compliance and Internal Audit Professionals
• Business Owners responsible for payroll administration

Professionals across industries who manage employee compensation, payroll reporting, or financial compliance will benefit from attending this session.

Areas Covered in the Session

This webinar is designed as an overview of the many things involved in payroll reconciliation and reporting. We will discuss the following topics:

• NEWS – What is new for payroll reporting from the last few years. Learn about recent changes to the W4, I9 and other forms; also the new DOL “Final Rules” on overtime and independent contractors. Also what the OBBB means to employers about reporting and reconciliation.
• RECONCILIATION – How to do reconciliations by pay period, monthly, quarterly and annually. Make sure your payroll software has accurate information, pays deposits timely, is able to adjust info and returns as necessary, updates the database everyday, and many other things that keep your payroll dept running smoothly. Know all the taxes you have to withhold and pay as a business. 
• IRS and State Reporting – Review all type of payroll, accts payable and HR forms necessary for federal and state compliance. Registration and Hiring forms; I9 specifics and electronic verification; quarterly forms for the IRS and State Taxes and Withholdings; Year end W2s, 1099s and others. Recent updates and changes to these forms, and where to get information on them. State requirements for Unemployment insuranceTax calculation and reporting; State income tax withholding reporting; Local tax requriements.
• Special Issues – Guidelines and advice for use of Foreign Workers, New hire reporting, Garnishments and more. 
• Internal Assessments – How to do internal audits of your payroll operations. This is your ounce of prevention worth far more than the pound of cure. Learn how to analyze your acknowledged payroll processing; Accounts payable analysis to ensure taxable payments are recorded correctly and, if necessary, forwarded to payroll to withholdings; Other advice about exempt employees, garnishments, etc; AN overview of internal controls of payroll database security and data review; Recordkeeping; Overtime; Management oversight to reduce payroll related fraud.