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How to File IRS Form 941: Employers’ Quarterly Federal Tax Return

A white form with "FILE TAXES" written on it on top of a folder, next to a gold coin, green bill, and two blue boxes with the text "RENEWALS" and "REPORTS."

Q: Can you tell me how to obtain a 941 for my company?

Thank you to a client from Nevada for that great question! Most employers in the US need to file IRS Form 941, also called the Employers’ Quarterly Federal Tax Return, to report taxes withheld from employees’ paycheck and pay the employers’ share of Social Security and Medicare taxes. We’ll explain what Form 941 is and how to file it.

What is IRS Form 941?

IRS Form 941 is a federal tax form that most businesses with employees need to file. On this tax form, employers report the income taxes, Social Security tax, and Medicare tax withheld from their employees’ paychecks. This form is also used by employers to pay their share of Medicare and Social Security taxes. While most tax forms are filed annually, Form 941 must be filed on a quarterly basis.

Who has to file IRS Form 941?

Almost every individual or business that has employees must file Form 941. However, there are exceptions, which are:

  • Seasonal businesses during quarters in which they don’t pay employees.
  • Employers of domestic workers.
  • Employers of agricultural workers.

In addition to the federal form, some states have an equivalent form to Form 941 you may also need to file.

My employees work out of state. Where do I file Form 941?

You can send your federal IRS Form 941 to the IRS mailing address for the state/jurisdiction where your business is based. If you’re required to file a state form equivalent to Form 941, you’ll typically need to file it in the state where your employee lives. However, this rule doesn’t apply in all situations, so it’s a good idea to consult a CPA for specific guidance about your tax obligations.

Here’s what you should know when your employee works out of state.

Deadline for filing Form 941

Since Form 941 must be filed every quarter, there are four filing deadlines:

Quarter 1: April 30th

Quarter 2: July 31st

Quarter 3: October 31st

Quarter 4: January 31st

If the due date falls on a weekend, the deadline will be the following business day.

Filing IRS Form 941

You can file Form 941 online or by mail. It’s faster and typically more convenient to file online. You can complete this form online through most online tax preparation services or with the help of your accountant or other tax professional. If you need to make a payment, you’ll be able to do so directly through the tax preparation software.

If you file by mail, the IRS mailing address will depend on your state/jurisdiction. You can make a payment by mailing a check with the form.

Information needed to complete Form 941

To complete Form 941, you’ll need the following information:

  • Basic business information, including business address and EIN
  • Number of employees
  • Total wages paid
  • Taxable Social Security and Medicare wages
  • Amount of federal taxes withheld from employee wages
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