When Are Federal Payroll Tax Deposits Due?

Employers collect and deposit federal payroll taxes, including Social Security, Medicare, and federal income tax withholding. They also remit their matching portion of Social Security and Medicare taxes. Timely and accurate deposits are important, as failure to meet due dates can result in penalties from the Internal Revenue Service (IRS). Understanding these specific requirements is a key aspect of payroll compliance.

Determining Your Payroll Tax Deposit Schedule

The IRS assigns employers a monthly or semiweekly deposit schedule based on their total tax liability during a 12-month “lookback period.” For Form 941 filers, the lookback period covers the four quarters beginning July 1 of the second preceding calendar year and ending June 30 of the preceding calendar year. For example, to determine the deposit schedule for 2025, an employer would review their total tax liability from July 1, 2023, through June 30, 2024. If the total employment taxes reported during this lookback period were $50,000 or less, the employer is classified as a monthly depositor. Conversely, if the total taxes exceeded $50,000, the employer becomes a semiweekly depositor. New employers are generally considered monthly depositors for their first calendar year of business, unless they trigger a specific rule requiring next-day deposits.

Monthly Deposit Requirements

Monthly depositors generally have a straightforward due date. These businesses must deposit taxes accumulated from payrolls paid during a calendar month by the 15th day of the following month. For instance, taxes on wages paid throughout January are due by February 15. Similarly, taxes on wages paid in June must be deposited by July 15. This schedule simplifies planning for smaller businesses, allowing for a consistent monthly remittance.

Semiweekly Deposit Requirements

Semiweekly depositors have more frequent and varied due dates, depending on the specific payday. If an employer’s payday falls on a Wednesday, Thursday, or Friday, the accumulated taxes must be deposited by the following Wednesday. For example, taxes from a payroll paid on a Friday would be due by the subsequent Wednesday.

Taxes from paydays on a Saturday, Sunday, Monday, or Tuesday must be deposited by the following Friday. For example, a payroll processed on a Monday requires a deposit by the upcoming Friday. These deposit requirements are tied to the pay date, not the end date of the pay period. Semiweekly depositors typically have at least three business days after their semiweekly period to make the deposit.

Making Your Federal Tax Deposits

Federal payroll tax deposits must be made electronically through approved methods. The Electronic Federal Tax Payment System (EFTPS), a free service from the U.S. Department of the Treasury, is the most common method.

To use EFTPS, employers must first enroll, a process that can take up to five business days. Enrollment can be completed online at EFTPS.gov, or by requesting an enrollment package. Once enrolled, users receive a Personal Identification Number (PIN) in the mail to complete setup and begin making payments. When scheduling a payment, employers select the tax type, period, amount, and desired payment date. Schedule payments at least one business day in advance of the due date, as payments are not always processed on the same day.

Important Rules for Deposit Due Dates

Beyond the standard monthly and semiweekly schedules, specific rules impact payroll tax deposit obligations. One is the $100,000 next-day deposit rule. If an employer accumulates $100,000 or more in federal payroll taxes on any single day, those taxes must be deposited by the next business day, regardless of their regular monthly or semiweekly schedule. If a monthly depositor triggers this rule, they automatically become a semiweekly depositor for the remainder of the current calendar year and for the entire following calendar year.

Another exception is the de minimis rule for small tax liabilities. If an employer’s total accumulated tax liability for a quarter is less than $2,500, they are not required to make separate deposits. Instead, they can pay the full amount with their timely filed Form 941, Employer’s Quarterly Federal Tax Return, by the return’s due date. This exception applies only if the $100,000 next-day deposit rule was not triggered during the quarter.

Due dates that fall on a weekend or legal holiday are automatically shifted. If a deposit due date falls on a Saturday, Sunday, or a legal holiday in the District of Columbia, the deposit is timely if made by the next business day. This provides an extra day to make payment without penalties when a scheduled due date coincides with non-business days.