Celebrating 20 Years in Business • 2004 - 2024

2023 Year-End Guide

Another year is drawing to a close! To help you prepare for year-end payroll processes, Paysmart has developed this guide of important information. We understand this can be a challenging time of year for payroll and want you to know that this guide is intended to reduce the burden for you. If you have any questions about this guide or any other year-end process, do not hesitate to give us a call at 864-PAYROLL and we will have someone ready to answer your questions.

Important DEadlines

Dec 11, 2023: Provide all year-end info to Paysmart
Dec 11, 2023: Communicate your W-2 delivery option
Jan 19, 2024: Reports and W-2s to be published**
Jan 19, 2024: W-2s ready for pickup or delivery
Jan 31, 2024: Employers must postmark W-2s

**Please let us know if you would like more information on how to retrieve your reports from our online portal.

You can find information on holiday payroll schedules as well as when Paysmart will be closed for the holidays on our website.

Information to Report by December 11th, 2023

additional Fees

Paysmart will not discuss W-2s with employees of your company. Any duplicate requests must be submitted by the employer. A fee of $10 per duplicate W-2 will be charged to the employer. You may pull W-2 copies through PPX at no additional charge.

Any payroll information processed after December 11th or your last payroll of the year, will have an additional $50 fee to reopen the year as well as amended return fees and possible penalties from the IRS/State tax agencies. Amended return fees are $50 per amended federal or state return and $25 per amended W-2.

Paysmart will not be responsible for any penalties or interest incurred due to information being provided after the deadline of Dec. 11, 2023.

W-2 Delivery Options

Please let us know your preference for delivery by December 11.

  1. Delivery by UPS of all W-2s to business address. Delivery fees start at $25.
  2. Paysmart delivers individual W-2s to each employee. The delivery fee for this is $3 per W-2.
  3. Pick up packet of all W-2s at Paysmart office. There is no delivery charge for this option.

If we do not receive a response with your preference by December 11th, we will UPS your package to the address that we have on file for your business. If we have a PO Box on file, please provide Paysmart with a physical address the W-2s can be sent to.

As a reminder, W-2s returned by mail should be kept on file for four years.

SSN & address Verification

Paysmart verifies employees’ SSNs if we process E-Verify for new employees on your behalf. If Paysmart does not provide this service, it is up to you to make sure the SSNs are correct.

Paysmart also recommends verifying that all employees have their addresses updated for W-2 delivery purposes. If any updates are needed, please send these to Paysmart by December 11th.

There are reports available on PPX that will allow for you to verify this information. Please let us know if you would like more information on how to pull these reports

Net to gross checks

If you provide net payroll checks to your employee’s, these need to be reported on the employee’s W2. Please let Paysmart know of any Federal or State withholding or the net check will be grossed up by Social Security and Medicare only. These need to be reported to Paysmart by December 11th. Additional payroll fees may apply.

Shareholder Health Insurance

For an S-Corporation to deduct shareholder health insurance on the corporation tax return, the insurance premium paid for the year must be reported on the shareholder’s W-2. The shareholder’s premium must be reported to Paysmart by December 11th to have it properly reported on the W-2.


Paysmart will submit all W-2s to the appropriate federal and state tax agencies by the required due dates.

If you need assistance in preparing and filing 1099s, please let us know and we will put you in contact with our sister company, Stokes & Company CPAs to have these created for you. Additional charges will apply.

Processing Bonuses

Bonuses can be processed a few different ways. To ensure accuracy and that Paysmart understands how you want these to be processed, please use the bonus checklist for any bonuses that you need to report. Please submit this to Paysmart by December 11th.

Third Party Sick Pay

Insurance companies are required to provide this information by January 15th 2023. Please let Paysmart know if third party sick pay is expected. We will postpone processing year-end reports until this information is received. This will delay year-end reports and W-2s, but all reports will be available by January 31, 2023.

Employer HSA Contributions

Do you contribute to your employees’ HSA accounts? The amount contributed must be reported on the employees’ W-2. Please report to Paysmart any contributions to employees’ HSA accounts by December 11, 2023. These contributions have no tax consequence but are required to be reported.

Employer cost of Health Insurance

The Affordable Care Act requires employers who reported more than 250 W-2s in the previous year to report the cost of coverage under an employer-sponsored plan on W-2 forms in the following year. This reporting is not taxable and is optional for employers with fewer than 250 employees until further notice. Employers may report this information to Paysmart at year end or have it reported on an employee’s check stub each pay, as well as the year-end W-2. Please submit by December 11th or your last 2023 payroll.

Paysmart Online Quote

To get started, please take a moment to answer a few questions to help us best identify your needs. Thank you for your time!

Emily Gooding

Payroll Specialist

Emily is graduating in May with a BA in Business Administration from Lander University. She has gained valuable experience as a payroll intern for BMW. We are so excited to have her on the team and  to see her excel in her role as a Payroll Specialist.

Madison Capps​

Payroll Specialist

Madison received a BS in Psychology from Southern Illinois University in 2019. Since then, she has been working as a supervisor at Starbucks and earning her second degree, a BA in Administration and Accounting, from USC Aiken in the fall. She will be joining us as a Payroll Specialist and a valuable addition to our Paysmart team.

Kristen Wilby

Payroll Specialist

Before moving to South Carolina with her husband, Kristen worked as a Sales & Marketing Specialist for Premium King in Feasterville, PA, where she gained valuable experience in strengthening the brand and generating new business. Kristen also brings to our team several years of professional experience as an Executive Assistant and as an Office Manager, where she was first introduced to payroll. Kristen’s knowledge and her innate ability to establish genuine relationships contribute greatly to the team as we continue to grow and serve our clients.

Meg Whitaker

Payroll Specialist

Meg brings nearly twenty years of professional experience to the team. Most recently, she worked as a Payroll & Benefits Specialist in Centennial, Colorado. She and her husband recently moved back to the Carolinas for his job, and we were fortunate to find her! Before Colorado, Meg worked at CPI Security Systems in Charlotte, NC, for twelve years as a Billing Coordinator and Senior Administrative Assistant. She also gained three years of experience as an HR Assistant for a law firm in Fayetteville, NC. Her expertise significantly adds to our team and benefits our clients as we continue to grow!

Rachel McClaran, EA


Rachel plays a crucial role in developing Paysmart’s core processes and procedures, as well as overall strategy within the company. Rachel graduated from Bob Jones University and is an active member of the Junior League of Greenville and the South Carolina Association of CPAs. Her desire to serve her community has led her to become involved with several nonprofit organizations and to serve as the past Vice President of Finance for the Junior League of Greenville. Outside of the office,Rachel enjoys spending time on the water and traveling with her husband and their two children.

Hina Rogers

Payroll Specialist

Hina joined the Paysmart team in August 2022. She grew up in Portland, Oregon, before moving to Greenville, SC. She earned both a bachelor’s and a master’s degree in education. After college, she represented her alma mater as an enrollment counselor in the Southeast and Western states. She enjoys traveling, road trips, cooking, and quality time with her family. Hina looks forward to serving your company’s needs! 

Sharon Quantrille

Payroll Specialist

Sharon has spent several years in the accounting industry and has completed courses to hone her skills as a Payroll Specialist. Her background as an educator, professional musician, and Human Resources Generalist has contributed to her communication skills, commitment to professionalism, and organizational skills that make her a tremendous benefit to her Paysmart clients and colleagues. A graduate of Bob Jones University with a B.S. degree in Music Education, a Master of Music degree in Piano Performance and a Human Resources Generalist Certificate, Sharon spends her free time gardening, hiking, playing the piano, and spending time with her four adult children.

Haleigh Bates

Payroll Specialist

Haleigh joined our team in May of 2022 as a payroll specialist. Haleigh has over eight years of experience helping personal and small business clients with their financial needs. She received her Bachelor’s Degree from Georgia Southern University. She enjoys spending time with her husband and their three children, Caden, Addie, and Mason.  She likes to go hiking, spend time at the beach, and volunteer at her church in the children’s ministry. 

Courtney Rossello

Payroll Tax Manager

Courtney joined the team at Paysmart Payroll Services in September 2020.  She was raised in Simpsonville, SC, and graduated from Clemson University in 2009 with a bachelor’s degree in political science and a concentration in public administration.  Courtney began her payroll career in 2011 and currently works in the payroll tax department at Paysmart.  She strives to make every client feel comfortable knowing their payroll taxes and tax returns are handled accurately and efficiently.  Courtney is also a volunteer Treasurer for a local middle school in Greenville County.  In her spare time, she enjoys volunteering with special needs children, road trips, and spending time with her two daughters. 

Emily Hargrave

Senior Payroll Specialist

Emily received her bachelor’s degree in music from West Coast Baptist College. Since her college days, Emily has gained nearly 18 years of experience in office operations and project management. Emily joined Paysmart in 2017 and enjoys using her skills to support clients and the Paysmart team.

 At heart, Emily is a small-town country girl from the Midwest but is happy now to call the Upstate home, where she doesn’t have to endure harsh winters. Emily’s favorite ways to spend her free time are reading a good book, challenging herself with puzzles, and doing her best not to kill the plants in her garden.

Julie Shull

Client Success Specialist

Julie is the Client Success Specialist for Paysmart Payroll.  She joined the team as a Payroll Specialist in March of 2020. She received her Bachelor of Science degree from NC State University and earned an MBA from Gardner-Webb University while playing on the GWU women’s tennis team. After starting her career with Wilson Sporting Goods as a Financial Analyst, she took a few years off to raise twin boys until she began working for Greenville County Schools in 2014.  Julie enjoys spending time with her family and outdoor activities.

Brad Detandt

Payroll Administrator

A graduate of Northland International University with a BA in Counseling, Brad Detandt leads the day-to-day operations of the Paysmart team. He is eager to grow the firm’s client portfolio. He brings a diverse employment background in retail, manufacturing, nonprofit ministries, and business development, with
a specialized focus on team development and process improvement. Brad’s professional – and personal – mission is to “Be Great. Serve!” Brad enjoys spontaneous activities and weekend trips to state parks with his wife Miranda and his three children.

Stephen C. Stokes

Managing Partner

Stephen has more than 14 years’ experience working with individuals and businesses to meet their tax, accounting, and payroll needs. He has been the managing partner of Paysmart Payroll Services since January 2009. He is a licensed certified public accountant in South Carolina and Georgia. Stephen is also a member of the South Carolina Association of CPAs, the Georgia Society of CPAs, the American Institute of CPAs, and the Professional Association of Small Business Accountants. He has a bachelor’s degree from Bob Jones University and a master’s degree from Georgia State University. Stephen was born and raised near Atlanta, Georgia and moved to Greenville, South Carolina, several years ago. He enjoys spending time with his wife, Tiffani, and daughters, Madeline and Julianna. He is actively involved in his church and enjoys reading, sports, and other outdoor activities.