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2025 Year-End Processing In Empeon

As year-end approaches, we want to help you navigate the process with ease. This article includes the recording of our Year-End Processing Webinar, along with key reminders, deadlines, and helpful resources to guide you through every step in your Year-End Portal.

Webinar Recording

If you missed the live session or would like to review it again, you can watch the full recording below:

In this session, we will review:

  • Key 2025 year-end deadlines

  • Step-by-step guidance through the Year-End Portal checklist

  • Best practices for ensuring W-2 accuracy

  • Recording 3rd party sick pay, bonuses, and non-cash benefits

  • 1099-NEC reporting

  • New Overtime Reporting Requirement for 2025 (OBBBA)

  • W-2 delivery options and helpful tips

Key 2025 Year-End Deadlines

Task Deadline
Complete Year-End Portal submission January 9, 2026
Request unscheduled payrolls (for 2025 tax year) December 31, 2025
Employee W-2 and 1099 distribution January 31, 2026
IRS filing deadline for W-2s January 31, 2026

✅ We recommend completing all checklist items early to allow time for review and corrections before these dates.

Year-End Checklist Overview

Your Year-End Portal checklist will guide you through each of the following items. Be sure to review each step and mark them complete before final submission.

  1. Review & Confirm W-2 Employee Information

    • Verify names, addresses, and SSNs. At this time, employees are unable to verify their own SSN, however, you can ask them to verify their name and address in ESS Hub. Send an announcement in ESS reminding your employees! Here is a template that you can use. 

    • Use the SSN Verification Utility in your Organization Portal to confirm employee data with the SSA.

  2. Record Taxable 3rd Party Sick Pay

  3. Process Year-End Bonuses & Adjustments

    • Schedule these runs early to avoid delays and penalties.

  4. Record Taxable Non-Cash Fringe Benefits

    • Examples: group term life insurance, gift cards, or other non-cash perks.

    • Use matching earning and deduction codes to ensure accurate W-2 reporting.

  5. Record Taxable Earnings Paid Outside of Empeon

    • Use the Manual Check tool to record any payments made outside the system.

  6. 1099-NEC Forms

    • Empeon automatically files for payees marked as 1099NEC with $600+ in taxable earnings.

    • Update the payee’s tax form type before submission if you plan to file independently.

    • All 1099s will be mailed via USPS for the 2025 year.

New for 2025: Overtime Reporting (OBBBA)

Starting with 2025 W-2s, employers will see a new reporting element under the One Big Beautiful Bill Act (OBBBA). See this article for details.

What’s Changing

  • Employers are required to provide employees the total FLSA Overtime Premium. 

  • Empeon has the ability to populate these amounts in box 14 of the W-2 in 2025. 

What You’ll Need to Do

  • Review how overtime is calculated in your organization.

  • Identify which earning codes represent overtime pay.

  • The new Overtime Tax Deduction card in Empeon (Company > Payroll > Overtime Tax Deduction) will allow you to note your overtime calculation method and select the applicable codes.

Why It Matters

  • Including this information ensures employees see a clear breakdown of their overtime premium directly on their W-2s.

  • Setting up your codes in advance helps Empeon calculate this correctly during year-end processing.

W-2 Delivery & Distribution Options

Empeon offers several options for W-2 delivery:

  • Electronic access: Employees can view and download their W-2s directly through ESS Hub.

  • Mail delivery: Empeon can mail W-2s directly to employee addresses on file.

  • Print-ready option: Generate and distribute W-2s internally if preferred.

📌 Tip: Verify employee addresses before December 31st to prevent delays or reissues.

Additional Tips & Best Practices

  • Start reviewing employee and pay data early. Don’t wait until January!

  • Use the reports in your Year-End Portal to double-check totals and confirm all payrolls have been processed.

  • Communicate with your internal payroll team about any bonuses, fringe benefits, or outside payments before the year closes.

 Related Resources

Have questions?

Reach out to Empeon Support with questions about checklist items or portal access.