Form 941

Demystifying IRS Form 941: A Guide to Quarterly Employer Tax Responsibilities

Overview of Form 941
IRS Form 941, titled the Employer’s Quarterly Tax Form, stands as a critical document for businesses navigating their tax obligations. In contrast to individuals filing annual taxes, most U.S. employers are mandated to submit quarterly federal tax returns. Form 941 becomes a requisite for businesses with employees, serving as the vehicle for reporting federal withholdings from employees.

Required Information on Form 941
When completing Form 941, businesses are obligated to provide essential information, including:

1. Number of employees
2. Total wages paid
3. Adjustments for tips, group life insurance, and sick days
4. Federal income tax withheld from each employee
5. Social Security withholdings
6. Medicare withholdings

Additionally, companies filing Form 941 are required to remit the employer portion of Social Security or Medicare tax. The deadlines for quarterly submissions are April 30, July 31, October 31, and January 31 of each year.

Penalties for Late Filing
Failing to file Form 941 on time can result in penalties, starting at 5 percent of the tax due with that return and potentially escalating to 25 percent.

Filing Form 941 with No Payroll
In general, employers withholding taxes from employee payroll checks must submit Form 941 quarterly, even if there are no taxes to report. Exceptions include household employers (filed with a 1040 tax return) and agricultural employers (using Form 943). Employers with seasonal employees only need to file Form 941 for quarters in which wages are paid.

Electronic Filing of Form 941
Form 941 and associated tax payments can be filed either electronically or by mail. Employers should choose one method, not both. The IRS e-file allows online form submission, while the Electronic Federal Tax Payment System (EFTPS) enables online payments.

Quarterly Filing Procedures for Form 941
For those opting to file by mail, the form can be filled out on a computer, printed, or printed first and completed by hand. Electronic filing is available through the Modernized e-file (MeF) system on irs.gov.

Mailing Instructions for Form 941
Mailed forms must be postmarked by the U.S. Postal Service on or before the due date. The mailing address depends on the state and whether payment is enclosed. Specific instructions for mailing based on state are outlined below:

States: Connecticut to Wisconsin

• Returns without payment: Department of the Treasury, Internal Revenue Service, Ogden, UT 84201-0005.
• Returns with payment: Internal Revenue Service, P.O. Box 932100, Louisville, KY 40293-2100.

States: Alabama to Wyoming

• Returns without payment: Department of the Treasury, Internal Revenue Service, Ogden, UT 84201-0005.
• Returns with payment: Internal Revenue Service, P.O. Box 932100, Louisville, KY 40293-2100.

No legal residence or principal place of business in any state

• Returns without payment: Internal Revenue Service, PO Box 409101, Ogden, UT 84409.
• Returns with payment: Internal Revenue Service, P.O. Box 932100, Louisville, KY 40293-2100.

Exempt organizations, governmental entities, and Indian tribal governmental entities

• Returns without payment: Department of the Treasury, Internal Revenue Service, Ogden, UT 84201-0005.
• Returns with payment: Internal Revenue Service, P.O. Box 932100, Louisville, KY 40293-2100.

For a more accessible format, refer to the chart provided by the IRS.