It’s important for employers to know quarterly deadlines, what employee tax forms are required, and how to prepare and file them. Some forms are paper, and others must be filed electronically. Circular E is the go-to guide for all employer responsibilities at tax time. To get started, download W-4 Forms here. The circular can be found here.
Order forms from the IRS by calling: (800) 829-3676 or download them from the IRS website.
Deadlines and Form Filing:
Form W-2: to your employees and Form 1099 to any independent contractors you paid over $600. Form 1099 is not reproducible and must be ordered by calling the IRS.
File Form 941: The Employer’s Quarterly Federal Tax Return, for the fourth quarter of the previous calendar year is due and any non-deposited income, social security, and Medicare taxes.
Form 944: Don’t file this Employer’s Annual Federal Tax Return, which is meant for very small businesses, unless the IRS has notified you in writing requesting you do so.
Form 940: File the Employer’s Annual Federal Unemployment (FUTA) Tax Return.
Form 945: File the Annual Return of Withheld Federal Income Tax to report any non-payroll income tax withheld in the previous year.
Form W-4: Obtain Employee’s Withholding Certificate from employees who claimed exempt from withholding last year. Last year’s Form W-4 expires February 16 for employees claiming exemption.
Paper Forms 1099 & 1096: File Copy A of all paper IRS Forms 1099 with Form 1096, Annual Summary and Transmittal of US Information Returns.
Paper Forms W-2 & W-3: File Copy A of all paper Forms W-2 with Form W-3, Transmittal of Wage and Tax Statements, with the SSA.
Paper IRS Form 8027: Employer’s Annual Information Return of Tip Income and Allocated Tips.
Electronic IRS Forms 1099 & 8027 due. www.socialsecurity.gov/employer File electronic Forms W-2 with SSA. For instructions and electronic filing of Forms W-2, visit: www.irs.gov/efile
April 30, July 31, October 31,and January 31
Deposit FUTA tax due if it is more than $500.
File Form 941 and deposit any non-deposited income, social security, and Medicare taxes.
Exempt and nonexempt employees must submit a new Form W-4 if their marital status has changed or will change for the next year.
Electronic Filing and Payment
For e-file visit: www.irs.gov/efile
Federal Tax Payment System (EFTPS) visit: www.eftps.gov or call Customer Service at 1-800-555-4477.