Payroll taxes don’t run on a calendar year they run on a quarter, plus a web of deposit deadlines in between. For a busy owner, that’s four separate scrambles a year, each with its own forms and its own penalties for being late. Here’s the whole picture in one place, so nothing sneaks up on you.
The federal side: Form 941 and your deposits
Two separate obligations live here, and people confuse them constantly:
- Depositing the taxes you withhold (federal income tax plus both halves of Social Security and Medicare). Depending on your history, you’re on a monthly or semiweekly schedule, and deposits go through the EFTPS system. These happen between the quarterly filings miss one and the penalty clock starts fast.
- Filing Form 941, the quarterly return that reconciles what you withheld and deposited. It’s due the month after each quarter closes.
There’s also FUTA (federal unemployment): you file Form 940 once a year by January 31, and deposit along the way if your FUTA liability crosses $500 in a quarter.
The Florida side: RT-6 reemployment tax
Florida has no state income tax, so there’s no state withholding return but you do owe reemployment tax, reported on Form RT-6. The good news: it’s on the same quarterly rhythm as the 941, so your due dates line up. If you have 25 or more employees, remember that your E-Verify certification rides on the first RT-6 you file each calendar year.
The dates that matter
Both your federal Form 941 and your Florida RT-6 follow this schedule:
| Quarter | Covers | Form 941 & RT-6 due |
| Q1 | Jan – Mar | April 30 |
| Q2 | Apr – Jun | July 31 |
| Q3 | Jul – Sep | October 31 |
| Q4 | Oct – Dec | January 31 |
Then there’s year-end: W-2s to your employees and to the Social Security Administration by January 31, along with that Form 940. January is a heavy month Q4’s filings and the entire prior year’s wrap-up land at once. We handle all of it under our quarter-end and year-end service.
Why the deadlines are worth respecting
Payroll tax penalties are among the least forgiving the IRS levies, because that money is considered held in trust for your employees. Late deposits stack percentage penalties quickly I’ve told the story of a Fort Myers owner whose deposit was four days late and cost over $800 on a single run. Multiply that across a year of near-misses and it’s real money.
This is the single biggest reason owners hand payroll off. When we run your payroll tax deposits and filings, the deadlines simply stop being your problem and if we ever make a filing error, we pay the penalty, not you.
Never miss a payroll deadline again
If tracking all of this yourself is wearing thin, that’s exactly what we’re here for. Get a free quote or contact me at 239-208-8788. When you call, you get me not a ticket.
Florida payroll tax deadline FAQ
When are quarterly payroll taxes due in Florida?
Both the federal Form 941 and Florida’s RT-6 reemployment tax return are due the month after each quarter ends: April 30, July 31, October 31, and January 31. Tax deposits are made more frequently monthly or semiweekly between those filings.
What payroll tax forms does a Florida employer file?
Federally: Form 941 each quarter and Form 940 (FUTA) annually, plus W-2s at year-end. For Florida: Form RT-6 for reemployment tax each quarter. Florida has no state income tax, so there’s no state income tax withholding return.
What happens if I file payroll taxes late in Florida?
Late deposits and filings trigger IRS penalties that escalate quickly because payroll taxes are treated as trust-fund money, plus interest and possible state penalties on the reemployment side. Even a few days late on a single deposit can cost hundreds of dollars.