Tax Timeline for Providers

[For Admins] Learn how to prepare for tax season as a provider and be aware of the important related deadlines.

Sabrina avatar
Written by Sabrina
Updated over a week ago

We’re here to make tax season as easy as possible for you!

There are a couple of key dates to keep in mind during and before the upcoming tax season. Knowing and completing any applicable deadlines listed will help make filing your taxes as efficient as possible.

Dec 15th

When you signed up for brightwheel billing with your bank account info, you entered some identifying information that will be included on your tax forms. Please take a moment to navigate to your Billing Settings page and verify that the following information is completed and up to date:

  • School contact information, including phone number and address

  • Billing administrator's Name and DOB

  • The school’s Employer Identification Number (EIN) for corporations OR the billing administrator’s Social Security Number for individual-owned childcare homes/centers.

💡 If any of this information needs to be updated, it must be completed by December 15th in order to ensure that mailed 1099-Ks are properly delivered. Review the Changing Tax Details article for specific steps.

To retrieve a misplaced or forgotten EIN, please contact the IRS directly.

Prior to Dec 31st

🚩 IMPORTANT: All payments (including offline payments - cash or check), charges, and adjustments to student billing accounts must be recorded by 12/31 to appear in this year’s tax summary for payers.

  • Changes made and posted by 12/31 will appear in this year's tax summary for payers, while those made on 1/1 or after will appear on the following year's summary.

  • If a payment has a Posted Date that is on or before 12/31 (i.e, is recorded in brightwheel by then), it will be included in this year's summary, while those posted on 1/1 or later (regardless of the due date) will be included in the following year's summary.

    • Backdating offline payments after 1/1/24 will not affect this year's summaries, as the Posted Date is the determining factor.

Jan 31st

Eligible programs will receive a Form 1099-K from brightwheel. Review our Form 1099-K article for further details on eligibility to receive this form and common questions.

If necessary, the Billing Transactions Report in brightwheel is the best place to find revenue and processing fee expenses.

April 15th

This is the final day to file your previous year’s taxes with the IRS!

Review all tax-related resources below!

This publication is designed to provide general information regarding the subject matter covered. It is not intended to serve as legal, tax, or other financial advice related to individual situations. Because each individual's legal, tax, and financial situation differs, specific advice should be tailored to the particular circumstances. For this reason, you are advised to consult with your own attorney, CPA, and/or other advisors regarding your specific situation.

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