Year End - January activities

For detailed information about these year-end tasks, visit and bookmark the ADP TotalSource® Year-End & Quarter Close Guide.

Our Year End Webinars have completed, but if you missed them, you can refer to the session recording: ADP YE Readiness Webinar
Recording password: Training2025

If your Employee Cumulative files automatically load, ADP® does not automatically load the first payroll file of the year until week 10, to ensure you have adequate time to run Workforce Now reports that include 2025 accumulators

Once you are done running your ADP TotalSource reports for 2025, you can load this file by going to Process > Utilities > Load Files From ADP. Select the Employee Cumulative Data Load file > Start.

Please note: Loading the first Year-To-Date file will replace the 2025 employee accumulators, and allowed and taken amounts, from the most recent payroll run.

Review the following items:

·       Remind all employees that Forms W-2 will be available on Mobile App. Additionally, if they did not elect paperless on their profile, Forms W-2 will be mailed no later than Jan. 31. If they did elect paperless on their profile, they will not receive a paper W-2.

·       Preview Forms W-2: This can be accessed in iReports and are updated throughout Year End. Check back periodically for up-to-date versions of the Preview Form W-2. Note: the deadline has now passed for inclusion on the 2025 W2. Corrections will now result in a W2C.

·       Locate Employer Forms W2 through iReports. If employees have opted in for paperless, they will receive an Email when their W2 is available in iPay. Your employees should expect electronic copies to be available on or after Friday, 01/23/26. Physical copies are mailed via USPS near 1/26/26, and should be received by employees by 1/31/26.

·       Advise exempt Employees to complete a new Form W-4 for 2026.  This action must be done prior to Feb. 15 or their exempt status will be removed for 2026. Impacted employees will receive targeted communications requesting a new Form W-4 and your admin will receive a list be email of impacted employees.

·       Review and confirm Minimum Wage requirements in effect Jan. 1, 2026

• View and Approve ACA IRS 1094/1095-C:   Applicable Large Employers (ALE) should access the ACA IRS & State Reporting Tool in ADP TotalSource to review ACA forms for accurate and timely filing to the Internal Revenue Service under our client's FEIN. (Process > ACA & State Reporting) Approval of forms starts 12/16/25 and ends 1/31/26

If you are a new ADP TotalSource client and are still in Implementation, some of these items may not be necessary for you. If you are in Implementation, please reach out to your Implementation Consultant for any Year End related questions.