Technical Support Blog

End-of-Year Time Clock & Payroll Checklist

December is a great time to review employee timecard and payroll changes that may be arriving with the New Year. The items below will help ensure your employee time clock and payroll system make a smooth transition into 2017. 

Data Backups 
Are you performing regular data backups? If so, when was the last time you checked to ensure your backups are working as expected? A recent backup of your time clock can be the difference between a minor inconvenience and a major payroll hassle. We recently published a new article to help you quickly and easily perform manual and scheduled backups of your Virtual TimeClock data.

Wage & Benefit Changes
Some States are enacting new minimum wage, lunch and sick leave laws in the New Year. We maintain on our website listings of State minimum wages laws and State laws for employee meal breaks along with links to the Department for Labor where you can find detailed official information.

If you track worker vacation, sickness and leave based on the calendar year, you'll want to review each employee's accrual, carryover, and new awards for 2017. Virtual TimeClock can help you easily and accurately track your employee leave accrual and use. The TimeClock does not automatically carryover hours, so you will need to revisit this after the new benefit year begins and manually enter carryover hours.

Update Employee Information 
Make sure that your employee address and Social Security records are accurate and up-to-date. Your payroll provider will require this information for employee W2s in January. Virtual TimeClock can record, print and even export this vital employee information, allowing you to easily confirm and update your employee records. View this information by being in administration mode and choosing Users from the Configure menu.

Virtual TimeClock provides an administrative Notes section for each user. You can access this in the Configure Users window. This is a handy place to keep a historical record of wage and other changes to employee information. Many companies use the Notes feature to record end-of-year employee performance highlights and objectives.

End-Of-Year Payroll  
Check with you payroll provider to determine the final date that you can submit payroll for 2016. Many payroll companies have a deadline for direct deposit payroll submissions that is several days prior to December 31.

Once you've finalized and approved timecards for the last payroll period of the year, be sure to close the final payroll period of 2016 in Virtual TimeClock. Closing payroll periods In Virtual TimeClock protects your 2016 data from changes in the New Year to wage, overtime and auto deduction settings.

Important Dates
The following are some important dates and deadlines related to your timecards and payroll. We maintain calendars on our website that show federal holidays and common business holidays for 2016 and 2017.
December 26, 2016
  • Banks are closed (Christmas Observed)
January 1, 2017
  • New State laws take effect for minimum wages and sick leave.
January 2, 2017
  • Banks are closed (New Years Observed)
January 31, 2017
  • Deadline to provide W-2 forms to employees who earned wages in 2016. Don't forget about inactive and terminated employees who earned wages in 2016.
  • New for 2017!  Deadline to file your Federal W-2 forms with the Social Security Administration (SSA).