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

is actually received. See Pub. 15 for more information on

shown on any attached Schedule B (Form 941), Report of

IRS-designated private delivery services.

Tax Liability for Semiweekly Schedule Depositors.

If any due date for filing falls on a Saturday, Sunday, or

Completing and Filing Form 941

legal holiday, you may file your return on the next business

Make entries on Form 941 as follows to enable accurate

day.

scanning and processing.

How Should You Complete Form 941?

Use 10-point Courier font (if possible) for all entries if you

are typing or using a computer to complete your form.

Type or print your EIN, name, and address in the spaces

Portable Document Format (PDF) forms on IRS.gov have

provided. Also enter your name and EIN on the top of page 2.

fillable fields with acceptable font specifications.

Don't use your social security number (SSN) or individual

Don't enter dollar signs and decimal points. Commas are

taxpayer identification number (ITIN). Generally, enter the

optional. Enter dollars to the left of the preprinted decimal

business (legal) name you used when you applied for your

point and cents to the right of it.

EIN on Form SS-4. For example, if you are a sole proprietor,

Leave blank any data field (except lines 1, 2, and 10) with

enter “Haleigh Smith” on the “Name” line and “Haleigh's

a value of zero.

Cycles” on the “Trade name” line. Leave the “Trade name”

Enter negative amounts using a minus sign (if possible).

line blank if it is the same as your “Name.”

Otherwise, use parentheses.

Enter your name and EIN on all pages and attachments.

Employer identification number (EIN). To make sure

Staple multiple sheets in the upper left corner when filing.

businesses comply with federal tax laws, the IRS monitors

tax filings and payments by using a numerical system to

Required Notice to Employees About the

identify taxpayers. A unique nine-digit EIN is assigned to all

Earned Income Credit (EIC)

corporations, partnerships, and some sole proprietors.

Businesses needing an EIN must apply for a number and use

To notify employees about the EIC, you must give the

it throughout the life of the business on all tax returns,

employees one of the following items.

payments, and reports.

Form W-2 which has the required information about the

EIC on the back of Copy B.

Your business should have only one EIN. If you have more

than one and aren't sure which one to use, write to the IRS

A substitute Form W-2 with the same EIC information on

office where you file your returns (using the Without a

the back of the employee's copy that is on Copy B of Form

payment address under Where Should You File, later) or call

W-2.

the IRS at 1-800-829-4933.

Notice 797, Possible Federal Tax Refund Due to the

Earned Income Credit (EIC).

If you don't have an EIN, you may apply for one online. Go

Your written statement with the same wording as

to IRS.gov and enter “EIN” in the search box. You may also

Notice 797.

apply for an EIN by faxing or mailing Form SS-4 to the IRS. If

you haven't received your EIN by the due date of Form 941,

For more information, see section 10 of Pub. 15 and Pub.

write “Applied For” and the date you applied in this entry

596.

space.

Reconciling Forms 941 and Form W-3

If you are filing your tax return electronically, a valid

The IRS matches amounts reported on your four quarterly

EIN is required at the time the return is filed. If a valid

Forms 941 with Form W-2 amounts totaled on your yearly

EIN isn't provided, the return won't be accepted.

CAUTION

Form W-3, Transmittal of Wage and Tax Statements. If the

This may result in penalties.

amounts don't agree, you may be contacted by the IRS or the

Always be sure the EIN on the form you file exactly

Social Security Administration (SSA). The following amounts

matches the EIN the IRS assigned to your business.

are reconciled.

TIP

Don't use your SSN or ITIN on forms that ask for an

Federal income tax withholding.

EIN. Filing a Form 941 with an incorrect EIN or using another

Social security wages.

business's EIN may result in penalties and delays in

Social security tips.

processing your return.

Medicare wages and tips.

If you change your business name, business address,

For more information, see section 12 of Pub. 15 and the

Instructions for Schedule D (Form 941).

or responsible party... Notify the IRS immediately if you

change your business name, business address, or

Where Should You File?

responsible party.

Write to the IRS office where you file your returns (using

Where you file depends on whether you include a payment

the Without a payment address under Where Should You

with Form 941.

File, later) to notify the IRS of any business name change.

See Pub.1635 to see if you need to apply for a new EIN.

Complete and mail Form 8822-B to notify the IRS of a

business address or responsible party change. Don't mail

Form 8822-B with your Form 941. For a definition of

“responsible party” see the Form 8822-B instructions.

Check the Box for the Quarter

Under “Report for this Quarter of 2016” at the top of Form

941, check the appropriate box of the quarter for which you

are filing. Make sure the quarter checked is the same as

-4-

Instructions for Form 941 (Rev. 1-2016)

Instructions For Form 941 - Employer'S Quarterly Federal Tax Return - 2016 Page 4

Related Articles

Related forms

Related Categories