How to Stay Current With Tax Filing Calendars

Track federal and state tax deadlines using IRS calendars, automated alerts, and quarterly reviews to avoid penalties.

1. Download IRS Publication 509 annually. Get the current year's tax calendar from irs.gov every January. Publication 509 lists all federal deadlines for business taxes, payroll deposits, and quarterly payments. Print the summary page and post it where you handle financials.
2. Add state and local deadlines to your master calendar. Check your state's revenue department website for state-specific dates — these often differ from federal deadlines. Add city and county tax dates if you operate in multiple jurisdictions. Sales tax, property tax, and local business taxes each run on separate schedules.
3. Set up automated reminders 30 days before each deadline. Use calendar software or accounting system alerts for all quarterly dates, annual filings, and payroll deposits. Set the first alert 30 days out, the second alert 7 days out. Include the specific form numbers and payment methods in each reminder.
4. Track penalty rates for missed deadlines. Note the penalty percentage for each type of filing in your calendar system. Late payroll deposits cost 2% to 15% depending on timing. Quarterly payment penalties run 0.5% per month. Income tax filing penalties start at 5% per month up to 25% maximum.
5. Review calendar quarterly for changes. Check for updated deadlines each quarter — the IRS occasionally shifts dates when holidays fall on standard due dates. Verify state deadline changes twice per year, typically in January and July. Update your automated alerts immediately when dates change.