Instructions For Form 941 - Employer'S Quarterly Federal Tax Return

If you made deposits on time in full payment of your

more than 10 withholding allowances or (b) exemption

taxes for a quarter, you have 10 more days after the

from income tax withholding if their wages will normally

above due dates to file. Your return will be considered

be more than $200 a week. For details, see section 9 of

timely filed if it is properly addressed and mailed

Circular E (Pub. 15).

First-Class or sent by an IRS-designated delivery service

Forms W-5

on or before the applicable due date. See Circular E

(Pub. 15) for more information on IRS-designated

Each eligible employee wishing to receive any advance

delivery services. If the due date for filing a return falls on

earned income credit (EIC) payments must give you a

completed Form W-5, Earned Income Credit Advance

a Saturday, Sunday, or legal holiday, you may file your

Payment Certificate. The employer’s requirement to

return on the next business day.

notify certain employees about the EIC can be met by

Where To File

giving each eligible employee Notice 797, Possible

See the back of Form 941 for the mailing address for

Federal Tax Refund Due to the Earned Income Credit

your return. Do not send Form 941 or any payments to

(EIC). See Circular E (Pub. 15) and Pub. 596, Earned

the Social Security Administration (SSA).

Income Credit, for more information.

Your filing or payment address may have

Employer Identification Number (EIN)

changed from prior years. If you are using an

If you do not have an EIN, apply for one on Form SS-4,

IRS-provided envelope, use only the labels and

CAUTION

Application for Employer Identification Number. Get this

envelope provided with this tax package.

form from the IRS or the SSA. If you do not have an EIN

by the time your return is due, write “Applied For” and the

Depositing Taxes

date you applied in the space shown for the number.

If your net taxes (line 13) are $2,500 or more for the

Form SS-4 has information on how to apply for an EIN by

quarter, you must deposit your tax liabilities at an

mail, fax, or by telephone. You may also apply for an EIN

authorized financial institution with Form 8109, Federal

online at

Tax Deposit Coupon, or by using the Electronic Federal

Note: Always be sure that the EIN on the form you file

Tax Payment System (EFTPS). You may pay the taxes

matches the EIN assigned to your business by the IRS.

with Form 941 instead of depositing if your total taxes for

Do not show your social security number on forms calling

the quarter (line 13) are less than $2,500 and you pay in

for an EIN. Filing a Form 941 with an incorrect EIN or

full with a timely filed return. See section 11 of Circular E

using the EIN of another business may result in penalties

(Pub. 15) for information and rules concerning Federal

and delays in processing your return.

tax deposits and to determine your status as a monthly

or semiweekly schedule depositor.

Preprinted Name, EIN, and Address

Reconciliation of Forms 941 and W-3

If your preprinted name, EIN, or address on Form 941 is

not correct, cross it out and type or print the correct

Certain amounts reported on your four quarterly Forms

information. However, do not change any of the

941 for 2004 should agree with your Form W-2, Wage

preprinted information on your Form 941-V, Payment

and Tax Statement, totals reported on your 2004 Form

Voucher.

W-3, Transmittal of Wage and Tax Statements, or

equivalent magnetic media reports (Form 6559) filed with

the SSA. The amounts that should agree are: income

Specific Instructions

tax withholding, social security wages, social security

tips, Medicare wages and tips, and the advance earned

income credit payment. If the totals do not agree, the IRS

State Code

may require you to explain any differences and correct

any errors. For more information, see section 12 of

If you made your deposits by FTD coupon or by using an

Circular E (Pub. 15).

EFTPS bank account in a state other than that shown in

your address on Form 941, enter the state code for the

Penalties and Interest

state where you made deposits or initiated EFTPS

There are penalties for filing a return late and paying or

transfers in the box provided in the upper left corner of

depositing taxes late, unless there is reasonable cause. If

the form. Use the Postal Service two-letter state

you file or pay late, please attach an explanation to your

abbreviation as the state code. Enter the code “MU” in

return. There are also penalties for failure to: (a) furnish

the state code box if you deposit in more than one other

Forms W-2 to employees and file copies with the SSA or

state. If you deposit or initiate EFTPS transfers in the

(b) deposit taxes when required. (Do not attach an

same state as shown in your address, do not make an

explanation of why the return is late to Forms W-2 sent to

entry in this box.

the SSA.) In addition, there are penalties for willful failure

Line A—Final Return

to file returns and pay taxes when due and for filing false

returns or submitting bad checks. Interest is charged on

Check the box and enter the date final wages were paid

taxes paid late at the rate set by law.

in the space provided if you do not have to file Form 941

in the future. See also Final Return on page 1.

A trust fund recovery penalty may apply if

income, social security, and Medicare taxes that

Line B—Seasonal Employer

must be withheld are not withheld or are not paid.

CAUTION

Check this box if you are a seasonal employer

The penalty is the full amount of any unpaid trust fund

described on page 1.

tax. This penalty may apply when these unpaid taxes

cannot be immediately collected from the employer or

Line 1—Number of Employees

business. The trust fund recovery penalty may be

Enter the number of employees on your payroll during

imposed on all persons who are determined by the IRS to

the pay period including March 12 (on the

be responsible for collecting, accounting for, and paying

January-March calendar quarter return only). Do not

over these taxes, and who acted willfully in not doing so.

include household employees, persons who received no

See section 11 in Circ. E (Pub. 15) for more information.

pay during the pay period, pensioners, or members of the

Forms W-4

Armed Forces.

Each quarter, send with Form 941 copies of any Forms

An entry of 250 or more on line 1 indicates that you

W-4, Employee’s Withholding Allowance Certificate,

must file Forms W-2 electronically or on magnetic media.

received during the quarter from employees claiming: (a)

Call the SSA at 1-800-772-6270 or access the SSA

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Instructions For Form 941 - Employer'S Quarterly Federal Tax Return - 2004 Page 2

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