Payroll tax reconciliation templates in Excel
Three workbooks that tie payroll to the returns: each Form 941 to the payroll register, the W-2s and W-3 to the four 941s, and state unemployment returns to wages paid.
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What's inside
First page of each document. 4 files, Word and Excel.
What payroll tax reconciliation involvesDocument in the pack
Each Form 941 line agreed to the payroll registerForm 941 (Rev. March 2026)
✓Form 941 quarterly reconciliationLines 2 to 15, with the tax worked out at 12.4%, 2.9% and 0.9%
Employee withholding at the right ratesForm 941 instructions
✓Form 941 quarterly reconciliation6.2% social security, 1.45% Medicare plus Additional Medicare Tax
Deposits matched to the monthly liabilityForm 941 line 16 or Schedule B
✓Form 941 quarterly reconciliationFlags short deposits
Each W-2 internally consistent2026 W-2 and W-3 instructions
✓W-2 and W-3 year-end reconciliationWage base of $184,500, boxes 3 to 7
W-3 boxes 2, 3, 5 and 7 tied to the four 941s2026 W-2 and W-3 instructions
✓W-2 and W-3 year-end reconciliationTaxes in boxes 4 and 6 too
State taxable wages stopped at the wage base
✓State unemployment reconciliationYour state's base and rate, with predecessor wages
State returns and payments agreed
✓State unemployment reconciliationUnderpaid and overpaid quarters flagged
FUTA taxable wages for Form 940Form 940
✓State unemployment reconciliationFirst $7,000 per employee at 0.6%
Who it's for
CPA firms and payroll providers in the US, and finance teams at small and mid-sized companies that run their own payroll.
Last checked
Checked against Form 941 and its instructions (March 2026), the 2026 Form W-2 and W-3 instructions and Form 940 in November 2026.
