IRS Publication 509: Tax Calendars Explained

The Internal Revenue Service’s Publication 509, “Tax Calendars,” is a centralized resource outlining the various deadlines for filing tax forms and making payments. This document is designed to assist a wide range of taxpayers, from individuals to business owners, in navigating their federal tax obligations. The information is particularly useful for those who must make quarterly payments, such as self-employed individuals, as it consolidates numerous due dates into a single reference to simplify compliance.

The General Tax Calendar

The General Tax Calendar within Publication 509 is the primary schedule for most individual taxpayers and business entities. It chronologically lists the deadlines that occur throughout the year, guiding users through the tax year and highlighting key dates for filing returns and making payments.

The first deadline is January 15, the due date for the fourth and final estimated tax payment for the previous tax year. Individuals who pay estimated taxes use Form 1040-ES, Estimated Tax for Individuals, to make this payment, which covers income not subject to withholding. Failing to meet this deadline can result in penalties for underpayment.

For S corporations and partnerships using a calendar year, the deadline to file their annual income tax returns is March 17, 2025. S corporations file Form 1120-S, U.S. Income Tax Return for an S Corporation, while partnerships file Form 1065, U.S. Return of Partnership Income. These entities can also file for an automatic six-month extension by this date.

The primary tax deadline is April 15, the date for individuals to file Form 1040, U.S. Individual Income Tax Return, and pay any tax owed for the previous year. If unable to file by this date, a taxpayer can request an automatic six-month extension by filing Form 4868. This extension only applies to filing the return, not to paying the tax.

Also on April 15, individuals and corporations required to pay estimated taxes must make their first quarterly payment for the current tax year. This payment is for income earned during the first quarter, from January 1 to March 31.

The second quarterly estimated tax payment for individuals and corporations is due June 16, 2025. This payment covers the period from April 1 to May 31. For U.S. citizens or residents living abroad, June 16 is also the deadline to file their individual tax returns.

On September 15, individuals and corporations make their third estimated tax payment for the year, covering income from June 1 to August 31. For S corporations and partnerships that requested a six-month extension, September 15 is the new deadline to file their annual returns.

October 15 is the final deadline for those who received a six-month extension to file their Form 1040.

The Employer’s Tax Calendar

Employers have a distinct set of tax responsibilities detailed in the Employer’s Tax Calendar. These obligations primarily revolve around the timely deposit of payroll taxes and the filing of related informational returns to manage recurring tasks throughout the year.

A central duty for employers is depositing federal income tax withheld from employees’ pay, as well as both the employer and employee shares of Social Security and Medicare taxes. The frequency of these deposits depends on the employer’s tax liability. Businesses are classified as either monthly or semi-weekly depositors. Monthly depositors must deposit taxes from a given month by the 15th day of the following month, while semi-weekly depositors have more frequent deadlines.

Employers are required to file Form 941, Employer’s QUARTERLY Federal Tax Return, to report these withheld taxes. The deadlines for filing Form 941 are the last day of the month following the end of each quarter:

• April 30
• July 31
• October 31
• January 31

If an employer has made all tax deposits on time and in full, they are granted an additional 10 days to file the form.

Employers also have annual responsibilities, including filing Form 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return. This form reports the employer’s FUTA tax liability and is due by January 31 of the following year. If all FUTA tax deposits were made on time, the filing deadline is extended by 10 days.

By January 31, businesses must furnish employees with their Form W-2, Wage and Tax Statement. On the same date, employers must file Copy A of all Forms W-2 with the Social Security Administration, accompanied by Form W-3. January 31 is also the deadline for businesses to file Form 1099-NEC to report payments of $600 or more made to independent contractors, who must also receive a copy.

The Excise Tax Calendar

The Excise Tax Calendar pertains to businesses dealing with goods and services subject to federal excise taxes. These are taxes levied on specific items, such as fuel, airline tickets, and heavy trucks. The calendar provides a schedule for reporting and paying these taxes, which are often collected from consumers and remitted to the government by the business.

The primary form for reporting federal excise taxes is Form 720, Quarterly Federal Excise Tax Return. The deadlines for filing Form 720 are the last day of the month following the end of each calendar quarter:

• April 30
• July 31
• October 31
• January 31

While the return is filed quarterly, the payment of excise taxes often occurs more frequently. For many taxes reported on Form 720, deposits must be made on a semi-monthly basis, typically due by the 14th day after the end of the period. However, if the total net tax liability for the quarter is below $2,500, the business may pay the tax when filing the quarterly return rather than making semi-monthly deposits.

Penalties for Missed Deadlines

Failing to adhere to tax calendar deadlines can lead to financial penalties from the IRS. The type of penalty depends on the nature of the non-compliance.

The Failure to File penalty is assessed when a tax return is not filed by its due date, including extensions. This penalty is 5% of the unpaid tax for each month or part of a month the return is late, capped at 25%. If a return is over 60 days late, the minimum penalty is the lesser of $510 for returns due in 2025 or 100% of the tax owed.

A separate Failure to Pay penalty applies when taxes are not paid by their due date. This penalty is 0.5% of the unpaid taxes for each month the taxes remain unpaid, with a maximum of 25%. If both the Failure to File and Failure to Pay penalties apply in the same month, the Failure to File penalty is reduced by the amount of the Failure to Pay penalty.

Employers face a Failure to Deposit penalty when payroll taxes are not deposited on time or in the correct amount. The penalty amount is tiered based on how late the deposit is, starting at 2% for deposits one to five days late. The rate increases to 10% for deposits more than 15 days late and can rise to 15% if not paid within 10 days of the first IRS notice.

Special Filing Date Rules

Certain overarching rules can affect the tax deadlines, providing flexibility in specific circumstances for all types of tax filings and payments.

The “Saturday, Sunday, or Legal Holiday” rule states that if a tax due date falls on a weekend or a legal holiday, the deadline automatically moves to the next business day. For federal tax purposes, a legal holiday is any legal holiday in the District of Columbia.

The IRS can postpone tax deadlines in the event of a federally declared disaster. Affected taxpayers may be granted additional time to file returns and make payments, with postponements lasting up to one year. This relief helps individuals and businesses in affected areas recover without the immediate pressure of tax obligations.