Tax payments

This guide covers: viewing upcoming and past payments, reading payment status, and reconciling payments with the filings they cover.

Tax filings tell the agency what you owe. Tax payments move the money. Payrollix tracks both. The tax-payments page shows every federal and state deposit — what's accrued from payroll, what's been paid, what's still outstanding — grouped by year and quarter. Most clients won't touch this page; the auto-deposit pipeline schedules and dispatches everything based on the depositor schedule on file. The page is there for visibility, reconciliation, and the occasional manual record.

View upcoming and past payments

What it does: Shows every tax payment (scheduled, submitted, completed, failed) and every outstanding liability from the underlying payroll.

Where: Dashboard → Clients → [client] → Tax Payments (/clients/{clientId}/tax-payments).

Steps:

1. Open the Tax Payments page.
2. At the top, four summary cards show: Outstanding Balance (from payroll) · Pending Payments (scheduled, not submitted) · YTD Paid (completed payments) · YTD Accrued (total tax liability).
3. Below that, Tax Liabilities by Period groups outstanding amounts by year, then by quarter, then by tax type (FICA · FUTA · SUTA · State income).
4. Prior-year liabilities with outstanding amounts are flagged in red with a "Prior Year - Action Required" badge.
5. FICA rows expand to show Fed W/H · Social Sec · Medicare broken out.
6. The Payment History table at the bottom shows: Tax Type · Payment Type · Payment Date · Period End · Amount · Status · Details.

Who: Accountant + SUPPORT.

Notes: The summary cards reflect the calendar year. Outstanding Balance is the difference between accrued (from completed payroll runs) and paid (from completed payments). A nonzero outstanding doesn't always mean action is required — it can simply mean the deposit isn't yet due.

Read payment status

What it does: Explains the lifecycle of a single tax payment.

Where: Same Tax Payments page → status badge on each row.

Steps:

1. Find the payment row in either the Action Required - Pending Payments section (yellow card, shown when at least one payment is pending submission) or in Payment History.
2. The status badge has an icon and label:
   • pending (yellow alert icon) — scheduled, not yet submitted. Pending rows also show an urgency badge based on the payment date: Overdue (red) · Due Today (orange) · Due Soon (yellow, within 3 days) · Upcoming (blue, within 7 days) · Scheduled (no badge).
   • scheduled / submitted (blue clock icon) — handed off to EFTPS or the state portal, awaiting confirmation.
   • completed (green check) — the agency confirmed receipt; the EFTPS or state confirmation number is shown in the Details column.
   • failed (red X) — the deposit did not go through; needs admin action via POST /api/admin/tax-payments/{id}/resubmit.
3. The payment date, period end, and amount are inline; the payment type (EFTPS · STATE · MANUAL) is in caps.

Notes: There is no longer a per-row "Submit Now" button — pending payments are dispatched by the auto-deposit pipeline. The label "Auto-scheduled" appears next to the amount instead. For recovery, admins use the resubmit endpoint, not the UI.

Schedule a payment manually

What it does: Adds an off-cycle payment, either to be transmitted (EFTPS or state) or just recorded (Manual).

Where: Tax Payments page → Schedule Payment button (top right), or Pay / Record buttons on a liability row.

Steps:

1. Click Schedule Payment, Pay (on a liability — opens the modal pre-filled), or Record (on a liability — opens the modal in Manual mode).
2. Pick the Payment Type: EFTPS (Federal) - Schedule New, State Tax Agency - Schedule New, or Manual - Record Existing Payment.
3. Pick the Tax Type: FICA · FUTA · SUTA · State Income (or one of the legacy types for backwards compatibility).
4. Enter the Amount, Payment Date (or Date Paid for manual), and Tax Period End.
5. For Manual payments, optionally add a Confirmation Number (the EFTPS or state reference) and Notes.
6. Click Schedule Payment or Record Payment.

Notes: Manual is for payments already made directly on EFTPS.gov or a state portal — Payrollix doesn't transmit anything; it just records the deposit so the liability nets out. EFTPS and State Tax Agency payments are queued for the auto-deposit pipeline.

Reconcile with filings

What it does: Lines up payments against the quarter they cover so deposits and the corresponding return agree.

Where: Tax Payments page (liabilities grouped by year/quarter) cross-referenced with Tax Filings.

Steps:

1. In Tax Liabilities by Period, locate the quarter you care about. Each row shows accrued amount, paid amount, and outstanding amount.
2. If the outstanding amount is $0 and a green "Fully paid" badge appears on the year header, deposits reconcile to accruals for that year.
3. For FICA (Form 941), the row breaks out Fed W/H · Social Sec · Medicare so you can check each component against Form 941 lines 3 / 5a / 5c.
4. The row also shows payroll count (how many runs feed this liability), Filing deadline (when the return is due), and Next payment due (when the next deposit hits).
5. Cross-check against the Tax Filings page — /clients/{clientId}/tax-filings — for the same quarter. The 941 line "Total deposits" should match the sum of completed payments in the period.

Notes: The depositor schedule (Monthly vs. Semi-Weekly) is shown as a chip at the top of the liabilities card. The Federal Tax Deposit Schedules card at the bottom of the page explains both ($50K lookback threshold).

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Related: How tax payments work · How Payrollix files your taxes · Forms we file automatically · What you need to provide for tax filing.