Nonprofit Payroll Processing and Compliance Review
Payroll compliance is one of the highest-risk areas for nonprofits due to trust fund tax liability for unpaid payroll taxes. This monthly payroll review ensures all payroll processing, tax deposits, and allocations are accurate and compliant.
- Industry: Nonprofit
- Frequency: Monthly
- Estimated Time: 2-3 hours
- Role: Finance Manager / Bookkeeper
- Total Items: 27
Payroll Processing Accuracy
Verify payroll processing accuracy.
- Hours worked verified against timesheets before processing?
- Any compensation changes processed with written authorization?
- New hire payroll data entered correctly from signed offer letters?
- Terminated employees removed from payroll timely?
- Payroll register reviewed by supervisor before processing?
Payroll Tax Deposits
Verify payroll tax compliance.
- Federal payroll tax deposits made on time per semi-weekly or monthly schedule?
- State income tax withholding deposits made on schedule?
- FICA (Social Security and Medicare) withheld correctly from employee wages?
- FUTA liability calculated if applicable (nonprofits often exempt)?
- Electronic payment confirmations filed for all payroll tax deposits?
Grant Labor Allocation
Verify grant labor allocation accuracy.
- Labor allocation system capturing time spent on each grant-funded project?
- Time and effort reports completed for federally-funded positions?
- Actual labor allocations to grants consistent with budgeted allocations?
- Fringe benefits allocated to grants at approved indirect or direct rate?
Employee Benefits Administration
Verify benefits administration.
- Health and dental premium deductions correct for all enrolled employees?
- Retirement plan contributions remitted by deadline (7 business days)?
- FSA/HSA deductions correct and remitted timely?
- COBRA notices sent timely for benefit-eligible terminations?
Quarterly and Annual Filing
Prepare quarterly and annual filings.
- Form 941 Employer's Quarterly Federal Tax Return filed on time?
- State quarterly payroll tax returns filed on time?
- W-2 preparation data being tracked throughout year?
- W-2s issued to employees by January 31?
Payroll Internal Controls
Verify payroll internal controls.
- Payroll processing segregated from payroll review and approval?
- System access controls preventing unauthorized payroll changes?
- Payroll bank account reconciled monthly by someone independent of payroll?
- Periodic independent review or surprise audit of payroll conducted?
- Payroll records retained for required period (4 years for IRS, 3 years for FLSA)?
Related Nonprofit Checklists
- Nonprofit Restricted Fund Management and Release
- Nonprofit Social Enterprise and Earned Revenue Compliance
- Nonprofit Annual Audit Preparation and Readiness Checklist
- Nonprofit Grant Tracking and Fund Accounting Ledger Review
- Nonprofit Volunteer Risk Management and Insurance Review
- Nonprofit Donor Acknowledgment and Gift Substantiation Audit
- Nonprofit Capital Campaign Management and Compliance
- Nonprofit Corporate Partnership and Sponsorship Management
Related Financial Management Checklists
- Nonprofit Grant Tracking and Fund Accounting Ledger Review - FREE Download
- Nonprofit Donor Receipt and Acknowledgment Compliance Audit - FREE Download
- Nonprofit Annual Audit Readiness Review - FREE Download
- Nonprofit Annual Budget Development and Board Oversight - FREE Download
- Nonprofit Financial Internal Controls Annual Review - FREE Download
- Nonprofit Gift Acceptance Policy Compliance Review - FREE Download
- Nonprofit Monthly Financial Reporting Package - FREE Download
- Nonprofit Financial Policy Annual Review and Update - FREE Download
- Nonprofit Investment and Endowment Management Review - FREE Download
- Nonprofit Accounts Payable and Disbursement Controls - FREE Download
Why Use This Nonprofit Payroll Processing and Compliance Review?
This nonprofit payroll processing and compliance review helps nonprofit teams maintain compliance and operational excellence. Designed for finance manager / bookkeeper professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: monthly.
Frequently Asked Questions
What does the Nonprofit Payroll Processing and Compliance Review cover?
This checklist covers 27 inspection items across 6 sections: Payroll Processing Accuracy, Payroll Tax Deposits, Grant Labor Allocation, Employee Benefits Administration, Quarterly and Annual Filing, Payroll Internal Controls. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed monthly. Each completion takes approximately 2-3 hours.
Who should use this Nonprofit Payroll Processing and Compliance Review?
This checklist is designed for Finance Manager / Bookkeeper professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.