FICA Compliance Checklist

I. Compliance Overview

Objective: Ensure that [YOUR COMPANY NAME] adheres to the Federal Insurance Contributions Act (FICA) regulations governing Social Security and Medicare taxes.

Responsible Party: [YOUR NAME], Payroll Manager

Date of Last Review:[DATE]

Next Scheduled Review: [NEXT REVIEW DATE]

II. Employee Classification

Employee Identification:

Understand the distinction between W-2 employees and independent contractors under IRS guidelines.
Properly classify workers based on the nature of their relationship with the company and the level of control exerted over their work.
Ensure that W-2 employees are subject to FICA taxes and that payroll taxes are withheld accordingly.
Provide independent contractors with appropriate tax documentation, such as Form 1099-MISC, and avoid withholding taxes from their payments.

Worker Status Determination:

Evaluate the degree of control exerted by the company over the worker's work schedule, tasks, and methods of performance.
Consider the financial aspects of the worker's relationship with the company, including whether they provide their own tools and equipment.
Assess the permanency and exclusivity of the worker's relationship with the company to determine the type of worker status.
Consult IRS guidelines and seek legal advice if necessary to ensure compliance with worker classification rules and regulations.

III. Tax Withholding and Reporting

Social Security Tax:

Calculate the appropriate percentage of employee wages for Social Security tax, currently set at 6.2% of earnings up to the annual wage base limit.
Withhold Social Security tax from employee wages through payroll processing.
Ensure that Social Security tax withholdings are accurately reported and remitted to the IRS on a regular basis.
Monitor changes to Social Security tax rates and wage base limits to ensure compliance with current regulations.

Medicare Tax:

Calculate the appropriate percentage of employee wages for Medicare tax, currently set at 1.45% of all earnings.
Withhold Medicare tax from employee wages through payroll processing.
Implement additional Medicare tax withholding of 0.9% for high-income earners over a certain threshold.
Remit Medicare tax withholdings to the IRS along with Social Security tax payments on a regular basis.

Employer Matching Contributions:

Determine the employer matching contribution rate for Social Security and Medicare taxes, typically set at 6.2% and 1.45% respectively.
Match employee Social Security tax withholdings up to the specified limit, currently set at the annual wage base limit.
Match employee Medicare tax withholdings without any annual wage base limit.
Remit employer matching contributions along with employee withholdings to the IRS on a regular basis and ensure compliance with reporting requirements.

IV. Reporting and Documentation

Form W-2 Preparation:

Gather employee payroll data, including wages, tips, and other compensation earned during the tax year.
Calculate and report federal income tax, Social Security tax, and Medicare tax withheld from employee wages.
Complete Form W-2 for each employee, including personal information, earnings, and tax withholding details.
Distribute Form W-2 to employees by the IRS deadline, typically by January 31st of the following tax year.
Submit Copy A of Form W-2 to the Social Security Administration (SSA) along with Form W-3 by the deadline.

Form 941 Filing:

Review payroll records to ensure accuracy of wages paid, tax withholdings, and employer contributions for the quarter.
Complete Form 941 with information on wages, tips, and other compensation, as well as tax withholdings and employer contributions.
Calculate total tax liability for the quarter, including Social Security and Medicare taxes withheld from employee wages and employer matching contributions.
File Form 941 electronically or by mail with the IRS by the quarterly deadline, typically by the last day of the month following the end of the quarter.

Recordkeeping:

Maintain accurate payroll records, including employee earnings statements, tax withholding forms, and payroll registers.
Retain records of Form W-2, Form 941, and supporting documentation for the required retention period, typically three years from the due date of the tax return or the date taxes were paid, whichever is later.
Store records in a secure location to protect sensitive employee information and facilitate compliance with IRS audits and inquiries.

V. Compliance Audits

Internal Audits:

Establish an audit schedule to conduct regular reviews of payroll records, tax withholdings, and FICA contributions.
Review employee earnings statements, payroll registers, and tax withholding forms for accuracy and completeness.
Verify that FICA taxes withheld from employee wages and employer matching contributions are calculated correctly.
Document audit findings, including any discrepancies or areas for improvement, and implement corrective actions as needed.

External Audits :

Prepare necessary documentation, including payroll records, tax filings, and supporting documentation, in advance of external audits.
Cooperate with auditors from government agencies such as the IRS or Social Security Administration, providing requested information and access to records.
Address any findings or concerns raised during the audit process, taking corrective actions to resolve compliance issues.
Maintain open communication with auditors and seek clarification on audit findings or requirements as needed to ensure compliance with FICA regulations.

VI. Updates and Training

Regulatory Updates:

Subscribe to IRS newsletters, updates, and publications to stay informed about changes to FICA regulations and reporting requirements.
Monitor industry news and updates from relevant regulatory bodies to identify any changes or amendments to FICA regulations.
Regularly review IRS guidance and publications, including the Employer's Tax Guide and Circular E, for updates on FICA regulations and compliance requirements.
Attend seminars, webinars, or training sessions on FICA regulations and compliance to stay abreast of changes and updates.

Employee Training:

Develop training materials on FICA regulations, tax withholding procedures, and compliance requirements tailored to the needs of payroll staff and relevant employees.
Conduct regular training sessions or workshops to educate employees on FICA regulations, tax rates, and reporting requirements.
Provide hands-on training and practical examples to demonstrate proper payroll processing procedures and compliance with FICA regulations.
Offer refresher courses or ongoing training opportunities to ensure that employees stay current with FICA regulations and compliance requirements.

VII. Continuous Improvement

Process Review:

Evaluate current payroll processes, systems, and controls to identify areas of inefficiency or potential risks related to FICA compliance.
Document payroll workflows and procedures to identify bottlenecks, errors, or areas for streamlining.
Analyze payroll data and reports to identify trends or patterns that may indicate compliance issues or opportunities for improvement.
Implement changes or enhancements to payroll processes, systems, or controls based on the findings of the review to improve FICA compliance and efficiency.

Feedback Mechanisms:

Establish clear channels for employees to report payroll-related issues, questions, or concerns, such as a dedicated email address or online portal.
Communicate the availability of feedback mechanisms to employees and encourage them to use them to address payroll-related issues.
Respond promptly to employee feedback and inquiries, providing accurate information and assistance as needed to resolve issues.
Use feedback from employees to identify recurring issues or areas for improvement in payroll processes, systems, or communications, and take corrective actions to address them.

VIII. Signature

By signing below, you acknowledge that you have reviewed and understand the contents of this FICA compliance checklist and affirm [YOUR COMPANY NAME]'s commitment to maintaining compliance with FICA regulations.

Payroll Manager

[YOUR COMPANY NAME]

Date: [DATE]