Technical Support Blog

2018 End-of-Year Time Clock Checklist

To help you prepare for the new year, we've put together the following guide that covers helpful time clock and payroll-related changes that may impact your business.
End of year checklist photo
Wage Changes
Minimum wages are changing for some states on January 1. You can review any changes coming to your city and state by visiting our Federal & Minimum Wage Laws page.

Carryover Unused Leave Hours 
If your employee benefit year follows the calendar year, you'll want to review 2019 awards and possibly carryover unused leave hours at the end of the year. We have a guide that shows you how to easily carryover used leave hours for your employees. 
Update Employee information
You'll need to review employee address and wage information to ensure everything is up-to-date prior to sending out employee W-2 forms in January. This is a good time to update employee information in Virtual TimeClock. Open the Users configuration window and review address, wage and emergency contact information. Use the Notes tab to document dates of information changes, wage histories, and performance reviews. 

End of Year Payroll
Confirm with your payroll provider the final date you can submit payroll for 2018. You may have a deadline for direct deposit submissions several days before the end of the year. After you've finalized and approved timecards for the final payroll period of the year close the payroll period in Virtual TimeClock to protect your data from changes to settings made for the New Year.

Check Your Backups
It's essential to backup your timecard data. It is no less important to periodically ensure that automated data backups are occurring as expected. We have helpful articles to verify that backups are running as scheduled and how to setup scheduled backups of your Virtual TimeClock data. 

Important Dates
The following are some upcoming dates related to your timecards and payroll:
Tuesday December 25, 2018
  • Banks are closed (Christmas Day) 
Tuesday January 1, 2019
  • Banks are closed (New Year’s Day) 
  • Changes to minimum wage and sick leave laws in some states and cities.
Thursday January 31, 2019
  • Deadline to provide W-2 & 1099 forms to employees and workers. Don't forget about inactive and terminated employees who earned wages in 2018.
For information on other upcoming federal and business holidays, see at our Federal Holidays and Business Holidays calendars.