Form 941-Ss Instructions - Employer'S Quarterly Federal Tax Return (American Samoa, Guam, The Commonwealth Of The Northern Mariana Islands, And The U.s. Virgin Islands) - 2008 Page 3
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Staple multiple sheets in the upper left corner when filing.
How Should You Complete
What About Penalties and Interest?
Form 941-SS?
Avoiding penalties and interest
Preprinted Name and Address Information
You can avoid paying penalties and interest if you do all of
If your preprinted name, EIN, or address information on
the following.
Form 941-SS is not correct, cross it out and type or print the
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Deposit or pay your taxes when they are due, using
correct information. However, do not change any of the
EFTPS if required.
preprinted information on your Form 941-V(SS), Payment
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File your fully completed Form 941-SS on time.
Voucher.
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Report your tax liability accurately.
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Employer identification number (EIN)
Submit valid checks for tax payments.
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Furnish accurate Forms W-2AS, W-2CM, W-2GU, or
To make sure that businesses comply with federal tax laws,
W-2VI to employees.
the IRS monitors tax filings and payments by using a
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File Form W-3SS and Copies A of Form W-2AS,
numerical system to identify taxpayers. A unique 9-digit
W-2CM,W-2GU, or W-2VI with the Social Security
employer identification number (EIN) is assigned to all
Administration (SSA) on time and accurately.
corporations, partnerships, and some sole proprietors.
Businesses needing an EIN must apply for a number and
Penalties and interest are charged on taxes paid late
use it throughout the life of the business on all tax returns,
and returns filed late at a rate set by law. See section 8 of
payments, and reports.
Pub. 80 (Circular SS) for details.
Your business should have only one EIN. If you have
A trust fund recovery penalty may apply if social
more than one and are not sure which one to use, write to
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security and Medicare taxes that must be withheld
the IRS office where you file your returns (using the “Form
are not withheld or are not paid. Under this penalty,
941-SS without payment” address on page 2) or call the IRS
CAUTION
responsible persons become personally liable for payment
at 1-800-829-4933 (U.S. Virgin Islands only) or
of the taxes and are penalized an amount equal to the
215-516-6999 (toll call). TTY/TDD users in the U.S. Virgin
unpaid taxes. A responsible person can be an officer or
Islands can call 1-800-829-4059.
employee of a corporation, a partner or employee of a
If you do not have an EIN, you may apply for one online.
partnership, an accountant, a volunteer director/trustee, an
Go to the IRS website at and click on the More
employee of a sole proprietorship, or any other person or
Online Tools link, then the Online Employer Identification
entity that is responsible for collecting, accounting for, and
Number (EIN) link. You may also apply for an EIN by calling
paying over trust fund taxes. See section 8 of Pub. 80
1-800-829-4933 (U.S. Virgin Islands) or 215-516-6999 (toll
(Circular SS) for details.
call), or you can fax or mail Form SS-4 to the IRS. If you
have applied for an EIN but do not have your EIN by the
Reconciling Forms 941-SS and W-3SS
time a return is due, write “Applied For” and the date you
The IRS matches amounts reported on your four quarterly
applied in the space shown for the number.
Forms 941-SS with Form W-2AS, W-2CM, W-2GU, or
W-2VI amounts totaled on your yearly Form W-3SS,
Always be sure the EIN on the form you file exactly
Transmittal of Wage and Tax Statements. If the amounts do
TIP
matches the EIN the IRS assigned to your business.
not agree, you may be contacted by the IRS or SSA. The
Do not use your social security number on forms that
following amounts are reconciled.
ask for an EIN. Filing a Form 941-SS with an incorrect EIN
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or using another business’s EIN may result in penalties and
Social security wages.
delays in processing your return.
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Social security tips.
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Medicare wages and tips.
Check the Box for the Quarter
Use Schedule D (Form 941), Report of Discrepancies
Under Report for this Quarter of 2008 at the top of Form
Caused by Acquisitions, Statutory Mergers, or
941-SS, check the appropriate box of the quarter for which
Consolidations, to explain certain wage, tax, and payment
you are filing. Make sure the quarter checked is the same as
discrepancies between Forms 941-SS and Forms W-2AS,
shown on any attached Schedule B (Form 941), Report of
W-2CM, W-2GU, W-2VI, W-3SS, and W-2c that were
Tax Liability for Semiweekly Schedule Depositors.
caused by acquisitions, statutory mergers, or consolidations.
For more information, get the instructions for Schedule D
Completing and Filing Form 941-SS
(Form 941). Also see Rev. Proc. 2004-53 for more
Make entries on Form 941-SS as follows to enable accurate
information. You can find Rev. Proc. 2004-53 on page 320
processing.
of Internal Revenue Bulletin 2004-34 at
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Use 12-point Courier font (if possible) for all entries if you
/pub/irs-irbs/irb04-34.pdf.
are typing or using a computer to fill out your form.
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Omit dollar signs and decimal points. Commas are
Adjustment of Tax on Tips
optional. Report dollars to the left of the preprinted decimal
If, by the 10th of the month after the month you received an
point and cents to the right of it.
employee’s report on tips, you do not have enough
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Leave blank any data field (except lines 1 or 8) with a
employee funds available to withhold the employee’s share
value of zero.
of social security and Medicare taxes, you no longer have to
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Enter negative amounts using a minus sign (if possible).
collect it. Report the entire amount of these tips on lines 5b
Otherwise, use parentheses.
(Taxable social security tips) and 5c (Taxable Medicare
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Enter your name and EIN on all pages and attachments.
wages and tips). Include as an adjustment on line 7c the
Filers using the IRS-preaddressed Form 941-SS do not
total uncollected employee share of the social security and
have to enter their name and EIN on page 2.
Medicare taxes.
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