2023 End-of-Year TimeClock Checklist

Virtual TimeClock Support Blog

2023 End-of-Year TimeClock Checklist

December 5, 2023

With the start of a new year right around the corner, we have put together our annual checklist of  important tasks and dates to remember. Reviewing the checklist will help ensure your employe time clock and payroll are ready to go for 2024.

1.  Carryover Unused Leave Hours
If your employee benefit year follows the calendar year, make sure to review your Virtual TimeClock leave awards and carry over any applicable unused leave hours from 2023.

2.  Update Employee Information
Make sure to keep your employee’s personal information up to date. W-2 forms are due on January 31st, 2024. If this date falls on a Saturday, Sunday, or legal holiday, the deadline will be the next business day. You can use the User Notes tab in the Virtual TimeClock Users panel to document dates of information changes, wage histories, and even performance reviews.

3.  End-of-Year Payroll
You may have deadlines for payroll direct deposit submissions several days before the end of the year. Confirm with your payroll provider the final date you can submit payroll for 2023. 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.

Don't forget about inactive and terminated employees who earned wages in 2023.

4.  Check Your Backups
Losing your data can be costly as well as time-consuming. Protect your Virtual TimeClock data by ensuring that you have automatic Scheduled Backups enabled. Database backup settings can be accessed on your Server Manager (Network Edition), or from the Configure menu of your TimeClock (Basic and Pro Editions).

The end of the year is a good time to verify that your time clock backups are running as expected!

5.  Important Dates

  • Monday, December 25, 2022 | Banks are closed (Christmas Day)
  • Monday, January 1, 2024 | Banks are closed (New Year's Day)
  • Wednesday, January 31, 2024 | W-2 forms are due

For information on federal and business holidays in 2023, please see our Federal Holidays and Business Holidays calendars.