Publication 4436 - General Rules And Specifications For Substitute Form 941, Schedule B (Form 941), Schedule D (Form 941), Schedule R (Form 941), And Form 8974 Page 6
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21Section 1.3 – General Requirements for Reproducing IRS Official Form 941,
Schedule B, Schedule D, Schedule R, and Form 8974
.01 Submit substitute Form 941, Schedule B, Schedule D, Schedule R, and
Form 8974 to the IRS for specifications review. Substitute Form 941,
Schedule B, Schedule D, Schedule R, and Form 8974 that completely
conform to the specifications contained in this revenue procedure do not
require prior approval from the IRS, but should be submitted to
SCRIPS@irs.gov
to ensure that they conform to IRS format and scanning
specifications.
.02 Print the form on standard 8.5 inches wide by 11-inch paper.
.03 Use white paper that meets generally accepted weight, color, and quality
standards (minimum 20 lb. white bond paper).
Note. Reclaimed fiber in any percentage is permitted provided that the
requirements of this standard are met.
.04 The IRS prefers printing Form 941 on both sides of a single sheet of paper,
but it is acceptable to print on one side of each of two separate sheets of paper.
.05 Make the substitute paper form as identical to the official form as possible.
.06 Print the substitute form using nonreflective black (not blue or
other-colored) ink. Printing in an ink color other than black may reduce
readability in the scanning process. This may result in figures being too faint
to be recognizable.
.07 Use typefaces that are substantially identical in size and shape to the
official form and use rules and shading (if used) that are substantially identical
to those on the official form. Use font size as large as possible within the
fields.
.08 In the same location as shown on the official IRS forms, print the six-digit
form ID code (if one exists on the official form) on each form using
nonreflective black, carbon-based, 12-point. The use of non-OCR-A font may
reduce readability for scanning. Use the official form to develop your
substitute form.
Note. Maintain as much white space as possible around the form ID code. Do
not allow character strings to print adjacent to the code.
The year digits represent the last year in which the IRS made major formatting
changes to the layout of the form. Therefore, the last two digits may not be the
same as the current tax year. For tax year 2017 and until this revenue
procedure is superseded, print “950117” on Form 941, page 1; “950217” on
Form 941, page 2; “960311” on Schedule B; “950417” on Schedule R, page 1;
“950517” on Schedule R, page 2; “950617” on Schedule R, page 3; and
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