The end of the year may still be weeks away, but preparation starts now. In the first session of Greenshades’ Year-End Power Series, Kieran O’Connor (Director of Managed Services) and Josh McCullough (Chief Marketing Officer) laid out a strategic roadmap to help payroll and HR teams get ahead of common year-end stressors.
This session followed Greenshades' Year-End Checklist, serving up timely reminders, compliance updates, and practical checklists to kick things off with confidence.
⚠️Note: This information is for informational purposes only and does not constitute formal tax, legal, or compliance advice. Always consult with qualified tax advisors, legal counsel, and your organization’s internal teams for guidance specific to your situation. Additional regulations may apply. For the most accurate and up-to-date information, refer to official government resources and regulatory agencies.
🎥 Watch the full session here:
A smooth year-end forms process starts with advance preparation. This is the time to get your data—and your people—in sync.
December is your last chance to catch and correct data issues before filings are due. Implement best practices to accelerate workflows and reduce errors.
Looking for information on overtime reporting and other changes from the OBBBA? Our recent webinar, Keeping Up with OBBBA, broke down new reporting fields, deduction limits, and payroll adjustments. 🔗 Read the OBBBA Recap »
By January, the focus shifts to accuracy, compliance, and timely distribution.
Just because the forms are out doesn’t mean the work is done. February is about documentation, reflection, and readiness for next year.
| Can we send a test file for IRS verifications? This is for 1099 name and TIN verification. | For SSN verifications, we can send to the SSA. Greenshades partners with Mekorma for a TIN matching tool to validate names and TINs before filing. |
| So I can shred payroll files from 2013? | IRS minimum retention is 3 years. Greenshades archiving service defaults to 7 years for W-2s and tax documents. 2013 files can be shredded if your company’s policy doesn’t exceed the federal guideline. Review with your company's stakeholders and legal team for confirmation. |
| Hello, I thought we could print W-2s and 1095 forms for employees in our accounting office without ordering forms. Is that not correct? | You can download the PDF file from the Year-End Forms website. You can then print from that file. |
| How should we handle reporting of “qualified overtime premium paid” on the W-2s? My research notes putting that in Box 14 as Other Info. | Yes, for 2025, you can report only the premium portion in Box 14. This applies only to federal overtime, not state-specific OT. |
| We use this platform already for 1099s, but wanted to know if you're already using the new IRS e-filing (IRIS) since the IRS is removing FIRE. | Greenshades will move to IRIS as FIRE is phased out. Greenshades currently uses IRIS for the 1099-INT, 1099-DIV, 1099-MISC, 1099-NEC, and 1099-R. All others are filed through FIRE at this time. |
| Does the OT exempt include 1 for Double Time? | Exempt overtime complies with FLSA regulations. FLSA does not require double time. If the employee physically worked more than 40 hours in a work week, the exempt overtime would be the overtime premium or the half. |
Close the year with confidence using the all-in-one Greenshades Year-End Platform:
Early birds save more: Take advantage of discounted pricing and priority processing by scheduling your forms early.