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Do you know your payroll deposit schedule?
Three questions every employer with a payroll should be able to answer: What is my federal deposit schedule and when are my deposits due? What is my trust fund penalty exposure if something gets missed? And do I have any worker classification risk with my 1099 contractors?
2026 IRS Publication 15 rules · California AB5 · Illustrative estimates · Not tax or legal advice
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Three questions every employer should be able to answer.
What’s my deposit schedule? What’s my trust fund penalty exposure? Am I misclassifying any contractors? Answer them here — before an audit asks them for you.
Section 1
Payroll Deposit Schedule
The IRS assigns every employer a deposit schedule based on total payroll tax liability in the prior year. Getting this wrong — even by one day — triggers the trust fund penalty.
Your situation
Federal income tax withheld + employee FICA + employer FICA (all four 941 lines combined)
New employers are always monthly depositors regardless of liability amount
Your deposit schedule
MonthlyYou deposit payroll taxes by the 15th of the following month. Example: August payroll taxes are due by the 15th of next month.
| Pay period | Deposit due |
|---|---|
| January 2026 | February 15, 2026 |
| February 2026 | March 17, 2026 |
| March 2026 | April 15, 2026 |
| And so on… | 15th of the following month |
Reminder: Your payroll software should handle these deposits automatically. If you are making manual deposits, set calendar reminders — the trust fund penalty applies even on a single missed deposit.
Section 2
Trust Fund Penalty Exposure
If one quarter's payroll tax deposits are missed, how much personal liability are you looking at? This calculator estimates the exposure based on your payroll size and who handles deposits.
Your numbers
Estimated exposure — one missed quarter
$28,313
personal liability if payroll deposits are missed for one quarter
How this is calculated
Automated deposits reduce the risk of a missed deadline. Confirm your payroll software is set to auto-deposit and verify each deposit is made — especially after a payroll change or bank account update.
Who is a “responsible person”?
The IRS defines a responsible person as anyone with authority over business finances — signing checks, approving payroll, or managing banking. That typically includes the business owner, officers, and potentially a senior bookkeeper or office manager. Each responsible person is individually liable for 100% of the unpaid trust fund taxes.
Section 3
Worker Classification Risk
Think about one of your 1099 contractors while answering these questions. If you use multiple contractors, answer for the one you are most uncertain about. Each question reveals whether the classification is defensible under IRS and California standards.
California uses the ABC test (AB5)
California presumes all workers are employees unless the business can prove all three conditions: (A) the worker is free from control, (B) performs work outside the usual course of the business, and (C) is customarily engaged in an independently established trade. Test B is where most service businesses fail — a personal trainer, stylist, or line cook doing your core service is almost never a contractor under AB5.
1.Do you control when and where this person works — their hours, location, or schedule?
2.Do they work exclusively (or almost exclusively) for your business?
3.Do you provide their tools, equipment, or uniform?
4.Do they perform work that is central to your core business (not incidental or specialized)?
5.Have they worked with you continuously for more than 12 months without a defined project end date?
6.Do they receive a fixed rate per hour or per week (rather than a project price)?
General educational information only — not legal or tax advice. Deposit schedule thresholds reflect IRS Publication 15 (Circular E) rules for 2026. The trust fund exposure estimate uses illustrative tax rate averages — your actual deposit amounts depend on your payroll, withholding elections, and supplemental wages. Worker classification analysis is a general screening tool, not a legal opinion. California AB5 and IRS common-law factors are complex and fact-specific. Consult a CPA or employment attorney for your specific situation before making any classification or deposit decisions.
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