Using the IRS 941 Form for Quarterly Wage Reporting
What is a Form 941 for?
Federal law requires you take out certain taxes from your employees' pay. Each time you pay wages, you must withhold certain amounts for federal income tax, social security tax, and Medicare tax. IRS Form 941 reports the taxes you withheld from employees to the IRS.
Who needs a 941 Form?
Employers who paid wages or tips, and withheld federal income, social security, medicare, and additional medicare taxes need a 941 Form.
Are there exceptions to who needs to fill out a 941 Form?
Seasonal employers do not have to file a 941 Form for quarters of the tax year in which they paid no wages. Employers of household employees do not usually file Form 941. Employers of farm employees do not usually file Form 941.
What information do you need when you fill out a Form 941?
The IRS form 941 can require many different pieces of information. It really depends on your tax situation. At the very least, you will need:
1. Your contact information such as phone number, full mailing address, etc.
2. Your business’ tax ID, also known as the Employer ID Number (EIN)
3. Your business’ financial records for the year, including employee wages
Is the Form 941 accompanied by other forms?
The 941 Form is sent quarterly and is not accompanied by any other forms unless otherwise specified.
What else do you need to send with a Form 941?
The IRS Form 941 is typically accompanied with payment. This depends on your business’ independent tax information. If the IRS requires additional information they will contact you by mail.
When is a Form 941 due?
The following chart is including in the Form 941 instructions from the IRS.
|Your Form 941 is due by the last day of the month that follows the end of the quarter.|
|The Quarter Includes . . .||Quarter Ends|| |
|1. January, February, March||March 31||April 30|
|2. April, May, June||June 30||July 31|
|3. July, August, September||September 30||October 31|
|4. October, November, December||December 31||January 31|
For example, you generally must report wages you pay during the first quarter—which is January through March—by April 30.
How do you fill out a Form 941?
The IRS form 941 can be filled out and filed in many different ways. If you wish, you can fill and print it out using PDFfiller and send it in yourself.
For more information on how to fill out the 941 Form, check out the following video:
Where do you send a Form 941?
Where you send a physical form depends on whether you include a payment with your return. If you are filing an amended return, send it to the “without a payment” address, even if a payment is included. The addresses for this can be found on the IRS instruction page for form 941.