Homebase Payroll Tax Filings - Common FAQs

As a reporting agent, Homebase will file a number of federal, state, and local payroll tax forms on behalf of your company. Homebase will make copies of filed forms available to our clients in your account. 

End of year W-3 forms can be found by:

1. Going to Pay > Tax Records on the left side of your screen.
2. Clicking Tax filings at the top of the page.
3. Selecting the Year and Quarter.
4. Access and Download the forms you need.

Once available, tax filings can be viewed in the following location: 

Pay > Tax Records > Tax Filings > Filter for the Quarter/Year you're looking for.

• Homebase only houses filings that are completed by us as a part of your Homebase Payroll service. If you used another payroll service before migrating to Homebase, you may need to reach out to your prior payroll provider to retrieve some filings. 

Homebase makes filings visible for customers midway through the filing period for each quarter, usually by the 15th of the month. 

Tax Filing Timeline Breakdown

When Homebase submits filings to agencies, we can receive an error for a number of reasons. Each of these have unique causes and steps to resolution, outlined below: 

Upon completing the steps above to resolve the issue, reply to the email you received from Homebase to let us know. 

Homebase charges a $200 fee to refile customer tax reports. Upon receiving your email reply that you've resolved the error reason, Homebase will collect the $200 fee and notify our tax team to reattempt the associated filing. 

If a payroll tax filing fails, Homebase will notify you by email. Starting December 8, 2025, failed filing notifications will now guide you directly to your Payroll Dashboard, where you can view and manage the issue in product.

From your Payroll Dashboard, you can:

• View the reason your tax filing failed

• Take action to resolve the issue

• Request a refile once the issue is corrected

• Dismiss resolved notifications

This gives you more visibility and control than email notifications alone and helps ensure filing issues are addressed faster.

How to access failed filings in Homebase:

1. Go to the Pay tab in your Homebase account

2. Open your Payroll Dashboard

3. Review any active tax filing error notifications

4. Select the notification to view details and next steps

If action is required from you (such as updating tax information or contacting an agency), complete those steps first. Once resolved, you can request a refile directly from the notification.

Note: Homebase will collect the refiling fee and proceed with another attempt to file on your behalf.

Best practices to avoid payroll tax filing errors: 

1. Keep your Homebase account up to date!
   1. While Homebase may be your payroll service provider, you are still the primary point of contact for tax agencies regarding your business. Homebase does not receive any account updates or tax rate changes from the agency directly. We rely on you to let us know if you receive official correspondence from a tax agency.
2. Provide tax registration information as soon as you receive it 
   1. Registering for your payroll taxes is only step 1! Once you've completed your tax registration, enter your account information into Homebase in the Settings > Payroll tab so we have everything we need!
3. Keep an eye out for information required and notifications from Homebase 
   1. To proactively avoid failures, we send several notifications of missing information or new requirements. Make sure that Homebase Payroll email notifications are prioritized in your inbox so you don't miss any news!

As your filings move through the process, you may see one of three statuses in your Homebase account:

The Date Filed column in your tax records reflects the date your filing was sent to the agency, which is when the Submitted status is applied. This is the most accurate indicator that your filing was submitted on time, even if the agency takes additional time to fully process it.