Instructions For Form 941-Ss - Employer'S Quarterly Federal Tax Returnamerican Samoa, Guam, The Commonwealth Of The Northern Mariana Islands, And The U.s. Virgin Islands - 2010 Page 4
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8mail Form SS-4 to the IRS. If you have applied for an EIN
unpaid taxes. A responsible person can be an officer or
but do not have your EIN by the time a return is due, write
employee of a corporation, a partner or employee of a
“Applied For” and the date you applied in the space shown
partnership, an accountant, a volunteer director/trustee, an
for the number.
employee of a sole proprietorship, or any other person or
entity that is responsible for collecting, accounting for, and
Always be sure the EIN on the form you file exactly
paying over trust fund taxes. See section 8 of Pub. 80
TIP
matches the EIN the IRS assigned to your business.
(Circular SS) for details.
Do not use your social security number on forms that
ask for an EIN. Filing a Form 941-SS with an incorrect EIN
Reconciling Forms 941-SS and W-3SS
or using another business’s EIN may result in penalties and
The IRS matches amounts reported on your four quarterly
delays in processing your return.
Forms 941-SS with Form W-2AS, W-2CM, W-2GU, or
Changing Your Name or Address
W-2VI amounts totaled on your yearly Form W-3SS,
Transmittal of Wage and Tax Statements. If the amounts do
Notify the IRS immediately if you change your business
not agree, you may be contacted by the IRS or SSA. The
name or address.
•
following amounts are reconciled.
Write to the IRS office where you file your returns (using
•
the without a payment address on page 2) to notify the IRS
Social security wages.
•
of any name change. Get Pub. 1635, Understanding Your
Social security tips.
•
Employer Identification Number (EIN), to see if you need to
Medicare wages and tips.
apply for a new EIN.
•
Use Schedule D (Form 941), Report of Discrepancies
Complete and mail Form 8822, Change of Address, for
Caused by Acquisitions, Statutory Mergers, or
any address change.
Consolidations, to explain certain wage, tax, and payment
Check the Box for the Quarter
discrepancies between Forms 941-SS and Forms W-2AS,
W-2CM, W-2GU, W-2VI, W-3SS, and W-2c that were
Under Report for this Quarter of 2010 at the top of Form
caused by acquisitions, statutory mergers, or consolidations.
941-SS, check the appropriate box of the quarter for which
For more information, get the instructions for Schedule D
you are filing. Make sure the quarter checked is the same as
(Form 941). Also see Rev. Proc. 2004-53 for more
shown on any attached Schedule B (Form 941), Report of
information. You can find Rev. Proc. 2004-53 on page 320
Tax Liability for Semiweekly Schedule Depositors.
of Internal Revenue Bulletin 2004-34 at
Completing and Filing Form 941-SS
Make entries on Form 941-SS as follows to enable accurate
Adjustment of Tax on Tips
processing.
•
If, by the 10th of the month after the month you received an
Use 12-point Courier font (if possible) for all entries if you
employee’s report on tips, you do not have enough
are typing or using a computer to fill out your form.
•
employee funds available to withhold the employee’s share
Omit dollar signs and decimal points. Commas are
of social security and Medicare taxes, you no longer have to
optional. Report dollars to the left of the preprinted decimal
collect it. Report the entire amount of these tips on lines 5b
point and cents to the right of it.
•
(Taxable social security tips) and 5c (Taxable Medicare
Leave blank any data field (except lines 1 or 8) with a
wages and tips). Include as an adjustment on line 7c the
value of zero.
•
total uncollected employee share of the social security and
Enter negative amounts using a minus sign (if possible).
Medicare taxes.
Otherwise, use parentheses.
•
Enter your name and EIN on all pages and attachments.
Depositing Your Taxes:
Filers using the IRS-preaddressed Form 941-SS do not
have to enter their name and EIN on page 2.
When Must You Deposit Your Taxes?
•
Staple multiple sheets in the upper left corner when filing.
What About Penalties and Interest?
Determine if you are a monthly or
semiweekly schedule depositor for the
Avoiding penalties and interest
quarter.
You can avoid paying penalties and interest if you do all of
The IRS uses two different sets of deposit rules to determine
the following.
•
when businesses must deposit their social security and
Deposit or pay your taxes when they are due, using
Medicare taxes. These schedules tell you when a deposit is
EFTPS if required.
•
due after you have a payday.
File your fully completed Form 941-SS on time.
•
Report your tax liability accurately.
Your deposit schedule is not determined by how often
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Submit valid checks for tax payments.
you pay your employees. Your deposit schedule depends on
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Furnish accurate Forms W-2AS, W-2CM, W-2GU, or
the total tax liability you reported on Form 941-SS during the
W-2VI to employees.
previous four-quarter lookback period (July 1 of the second
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File Form W-3SS and Copies A of Form W-2AS,
preceding calendar year through June 30 of last year). See
W-2CM,W-2GU, or W-2VI with the Social Security
section 8 of Pub. 80 (Circular SS) for details. If you filed
Administration (SSA) on time and accurately.
Form 944-SS in either 2008 or 2009, your lookback period is
Penalties and interest are charged on taxes paid late
the 2008 calendar year.
and returns filed late at a rate set by law. See section 8 of
Before the beginning of each calendar year, determine
Pub. 80 (Circular SS) for details.
which type of deposit schedule you must use. If you
A trust fund recovery penalty may apply if social
reported:
•
!
security and Medicare taxes that must be withheld
$50,000 or less in taxes during the lookback period, you
are not withheld or are not paid. Under this penalty,
are a monthly schedule depositor.
CAUTION
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responsible persons become personally liable for payment
More than $50,000 of taxes for the lookback period, you
of the taxes and are penalized an amount equal to the
are a semiweekly schedule depositor.
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