Texas Payroll Deadlines, W-2 Issues, and IRS Updates for 2026
- TexasPayroll.com Editorial Team
- Jan 21
- 7 min read
Updated: Jan 22
Hopefully everyone’s new year is off to a great start!
As we move through January, the same payroll questions tend to come up — especially around W-2 access, password resets, and missing tax forms. With tax season underway and the April 15, 2026 deadline approaching for most, this is typically the beginning of a busy stretch for employers and payroll teams alike.
Here at BrightPath, this time of year often brings an increase in employee questions about accessing tax forms, along with requests for hard-copy W-2s — usually because an address on file was never updated after a move. In some cases, employees prefer to pick up a physical copy once forms are available rather than waiting on reissued mail or navigating online access issues.
This is a common theme during tax season. In our Year-End Payroll Checklist for Texas Small Businesses, we note that some employees prefer to receive their W-2s by mail rather than accessing them online. That preference can create issues when mailing addresses haven’t been kept up to date, often leading to delays, reprints, or additional follow-up once forms are issued.
January is one of the best times of the year to pause, clean things up, and make sure payroll is set up smoothly for the rest of 2026.
Common January Payroll Issues We’re Seeing
W-2 access and login problems
If employees access W-2s online, January almost always brings:
“I can’t log in”
“I forgot my password”
“My account is locked”
This is normal — especially for employees who only log in once a year.
Helpful Tip: Consider reminding employees in advance (ideally in October or November) to confirm they can successfully log into the employee portal. Catching login issues before year-end helps reduce last-minute password resets and access requests once W-2s are released.
This tends to come up every January — often when an employee is already sitting with their tax preparer and suddenly realizes they can’t log in or don’t have access to their W-2 yet.
Once January arrives, it also helps to designate one internal point of contact (HR or admin) to collect W-2 access requests so they don’t come in through texts, emails, and phone calls all at once.
Hard-copy W-2s sent to old addresses
Another common issue involves W-2s being mailed to outdated addresses.
Employees move, forget to update their information, and often don’t realize there’s a problem until tax season arrives. Even employees who usually plan to access their W-2s online may still expect a mailed copy once forms are issued.
Helpful Tip: Send a reminder to employees in October or November to confirm or update their mailing address and review their personal information on file before year-end processing begins. This helps ensure W-2s are mailed to the correct address in January and reduces the need for reprints, re-mailing, or last-minute corrections later on.
Confirm Your Payroll Schedule and Responsibilities
One of the easiest ways to reduce payroll stress is to clearly define expectations up front — both when payroll needs to happen and who is responsible at each step.
Start by confirming and communicating the schedule details clearly:
Pay date (check date) — The actual date employees are paid
Payroll data submission deadline — When timecards, hours worked, bonuses, PTO, adjustments, and employee changes (address updates, direct deposit changes, new or updated W-4s, etc.) must be submitted
What happens if payroll data is submitted late — For example, whether payroll is delayed to the next cycle, processed off-cycle, or subject to additional fees
From there, make sure responsibilities are just as clear:
Who is responsible for timekeeping (tracking hours and attendance)
Who is responsible for reviewing and submitting payroll hours and changes
Who is responsible for processing payroll and approving the final run
When schedules and responsibilities aren’t clearly defined, even small payroll questions can turn into delays. Employees may not know whether to reach out to HR, payroll, their direct manager, or someone else entirely — which slows resolution and creates unnecessary frustration.
This confusion often shows up when employees aren’t sure who handles pay-related issues (such as incorrect pay amounts or missing funds) versus system or access issues (like login problems or password resets). Employers don’t necessarily need one person handling everything, but they do need to be clear about who employees should contact for what, so issues are routed correctly and resolved faster.
Payroll research supports this. Employees are often split on who they should contact with payroll issues, a sign that ownership and escalation paths aren’t always clear. That lack of clarity matters: the same research found that 21% of employees reported losing trust in their employer due to payroll issues, and more than half said repeated problems would make them consider leaving.
Having a clearly defined payroll schedule and a clearly defined payroll point of contact — whether internal or through an external payroll provider — helps eliminate confusion, reduces last-minute stress, and builds trust by setting expectations everyone understands.
Official Resource — HiBob Payroll Research (Payroll Ownership & Trust Impact): https://www.hibob.com/research/beyond-the-paystub-why-payroll-accuracy-is-a-cornerstone-of-employee-experience/
TEXAS PAYROLL WATCH:
IRS Disaster Relief Can Affect Payroll Deadlines
Following the severe storms and flooding many Texans experienced last spring — including the April storms that impacted parts of North and Central Texas, particularly across the DFW Metroplex and the Austin area — the IRS issued disaster-related tax relief for certain counties across the state.
As part of that relief, the IRS postponed select federal filing deadlines for affected taxpayers to February 2, 2026.
Texas counties included
According to the IRS, this relief applies to individuals and businesses located in the following counties:
Burnet, Coke, Concho, Edwards, Hamilton, Kendall, Kerr, Kimble, Lampasas, Llano, Mason, McCulloch, Menard, Real, Reeves, San Saba, Schleicher, Sutton, Tom Green, Travis, Uvalde, and Williamson.
What this means for payroll
For businesses in the affected areas, the postponed deadline may apply to certain payroll-related filings, including quarterly payroll tax returns that would normally be due in late 2025 or January 2026.
In practical terms, this means some businesses may have additional time to file specific federal payroll forms without penalties — but only if they qualify under the IRS disaster relief guidelines.
One important nuance that can be confusing: eligibility is not based on where work is performed, but rather on where the business is located or where its payroll and tax records are maintained.
Because of this, two businesses operating in similar areas — or even within the same metro region — may not be treated the same way. For example, a business with job sites in an affected county may not qualify if its payroll records are maintained elsewhere, while another business outside the affected area may qualify if its records are kept in a covered county.
If you’re unsure whether the extended deadline applies to your payroll filings, it’s best to review the IRS announcement carefully or confirm eligibility before assuming an extension applies.
Official IRS Resource — Texas Disaster Tax Relief (February 2, 2026 deadline): https://www.irs.gov/newsroom/irs-announces-tax-relief-for-taxpayers-impacted-by-severe-storms-straight-line-winds-and-flooding-in-texas-various-deadlines-postponed-to-feb-2-2026
Heads-Up: Scam Emails Targeting Texas Employers
We’re also seeing an increase in scam emails and phishing attempts targeting employers in Texas, especially this time of year when payroll, unemployment, and benefits communications are top of mind.
Fraudsters may:
Send emails or texts pretending to be from the Texas Workforce Commission (TWC)
Ask for employment records, payroll information, or login credentials
Include links that lead to fake login pages designed to steal passwords or other sensitive information
Use convincing language and copied logos to appear legitimate
What to look for
TWC official web addresses always end in “.gov.”Anything else (such as “.net” or “.com”) is likely a scam.
Scam messages often claim there is an urgent problem with an account and pressure recipients to click a link immediately — a classic phishing tactic.
Fake emails may use graphics that closely resemble the TWC Unemployment Benefit Services interface.
*TWC has published examples of fraudulent emails that closely mimic official notices, which can be helpful for training staff on what to watch for.
You can view a sample of a fraudulent email attempt published by TWC here:
If you receive a suspicious request:
Do not click links or open attachments.
Never provide passwords, payroll data, bank details, or personal information in response to an unsolicited message.
Go directly to the official TWC website by typing twc.texas.gov into your browser or search engine — do not follow the link in the message.
If you’re still unsure whether a message is legitimate, call or visit a local TWC office or contact the TWC fraud hotline before giving out any information.
TWC staff will never ask for passwords, PINs, bank account numbers, or answers to security questions in an unsolicited email or text.
Scammers may also impersonate other state agencies or use social media messages to trick employers, so it’s always important to verify the sender and check URLs carefully.
Official TWC Resource — Avoiding Scams & Schemes: https://www.twc.texas.gov/services/report-fraud/avoid-scams-schemes
A Practical Note on Payroll Timing
For some employers, payroll timing is flexible. For others — particularly those with hourly teams, operational schedules, or tight funding windows — timing is critical.
In those situations, working with a payroll partner who stays closely involved can make a meaningful difference. Hands-on support around payroll timing, employee onboarding, and day-to-day employee questions can help prevent small issues from turning into recurring stress points throughout the year.
BrightPath supports a limited number of employers who need that level of attention and flexibility. If that type of payroll or employee support would be helpful for your team, we’re always open to a conversation.
Final Thoughts
January tends to surface the most payroll questions of the year. Taking time now to address W-2 access, verify employee information, and stay aware of deadlines and scams can help prevent issues from compounding later on. With a few proactive steps, most early-year payroll challenges are manageable and tend to level out as routines settle in.
