The holidays may be over, but for community association management and accounting professionals, this is when the real work begins. The start of a new year marks one of the busiest and most demanding periods in community association management: Year End.
Outside the industry, it’s easy to underestimate the challenge. Most businesses close tone set of books, issue W-2s and 1099s, and file taxes once a year. In community association management, those same tasks are multiplied by every community you manage.
If you support 50 associations, you’re closing 51 set of books: your company plus every community in your portfolio. All filings must be completed accurately and on time, and there’s no way to get a head start. The year has to fully close before any of the true work can begin. Year end is intense, but it doesn’t have to feel unmanageable. Below are the key steps to help you move through the busiest season with clarity, confidence, and fewer headaches.
Before you dive in: Download the updated New Year Checklist for Community Management — your step-by-step guide for financial prep, compliance tasks, vendor reviews, communication planning, and more.
1. Take Care of Any Unfinished Business
Before closing the year, address any lingering items from December or earlier, especially prior-year financial activity.
Be sure to:
- Record all prior-year transactions accurately (interest income, bank service charges, expense adjustments, reserve transfers, etc.).
- Reconcile every bank account for every period in the prior year.
- Enter approved new-year budget into your software so charges and assessments reflect updated amounts.
- Save copies (digital or printed) of all year-end financial reports. These will be essential references during audits.
- Back up all community data before starting any year-end processing, just in case you need to restore anything.
2. Handle 1099s
Vendor reporting is one of the most time-sensitive year-end
responsibilities.
Key steps include:
- Verify vendor information, including FIN/SSN, address, and 1099 eligibility.
- Request updated insurance certificates while confirming vendor details.
- Identify all vendors that should receive a 1099.
- Print final vendor history reports for verification.
- Generate and distribute 1099 forms.
- If filing by mail, prepare Form 1096 and send the full packet to the IRS.
3. Handle W-2s
Whether payroll is handled in-house or outsourced, ensure everything is updated and accurate before generating employee forms.
Make sure to:
- Confirm that employee information is current.
- Print a final employee ledger for your records.
- Update payroll tax tables for the new year if you manage payroll internally.
- Generate and distribute W-2s.
- If filing manually, prepare Form W-3 and submit with your W-2 copies.
4. File FUTA
Even if no unemployment benefits were issued, applicable communities must still report.
- File Form 940 (annual) or Form 941 (quarterly), as required.
- If you manage payroll internally, update unemployment tax settings after filing Form 940 or 941.
5. Compliance, Legal & Regulatory Requirements
Early-year compliance is just as critical as financial close for CAM teams and should begin as soon as possible.
Key items to review:
- Schedule annual meetings and prepare notices, agendas, and board packets.
- Review required disclosures based on governing documents and state statutes.
- Conduct early-year insurance reviews, including renewals, premiums, deductibles, and certificates.
- Apply any legal or collections-policy updates effective in the new year.
This ensures your communities remain compliant and prepared from day one.
6. Vendor & Contract Refresh
Vendor performance directly impacts resident satisfaction and budget outcomes. The start of the year is the ideal time to evaluate relationships and reset expectations.
Tasks to complete:
- Review prior-year vendor performance and identify any concerns.
- Finalize or renegotiate annual service contracts.
- Close out previous-year projects and ensure warranties and invoices are recorded.
Schedule Q1 preventive maintenance for landscaping, HVAC, fire systems, irrigation, and other essential services.
7. Close Your Accounting Year
This is where all preparation pays off.
Before closing the books:
- Print full-year ledgers for each community, including cost centers if you use them.
- Decide whether to retain detailed histories or purge old balances.
When closing the year, make sure to:
- Close the accounting year and roll net income into equity.
- Zero out income and expense accounts.
- Enter new-year budgets and update assessment charges.
- Set up new community association accounting periods.
- Carry forward or purge historical data based on policy.
- Close payroll YTD balances if managed internally.
- Enable closed-period protection to prevent accidental postings.
