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how to fill out form 941

How to Fill Out Form 941: Your Step-by-step Guide

If you have employees, you likely need to fill out and file Form 941 each quarter. Form 941 is jam-packed with different sections and calculations, which leaves room for errors. To avoid major mistakes, learn how to fill out Form 941 line by line.

Form 941 recap

Form 941, Employer’s Quarterly Federal Tax Return, reports payroll taxes and employee wages to the IRS. Form 941 reports federal income and FICA taxes each quarter.

You must file Form 941 unless you:

  • Filed a final return
  • Are a seasonal employer
  • Employ a household employee (e.g., nanny)
  • Have farm employees (e.g., Form 943)
  • Are told by the IRS to file Form 944 instead

Information you report on Form 941 includes wages paid to employees, reported tips, federal income taxes withheld, Social Security and Medicare taxes (both employee and employer portions), and additional taxes withheld. You must also include adjustments to Social Security and Medicare taxes, sick pay, tips, and group-term life insurance.

How to fill out Form 941

If you’re required to file Form 941, you’ve come to the right place. Learn how to fill out Form 941 by following the steps below.

how to fill out form 941

1. Gather Form 941 information

Before you can begin filling out Form 941, you must collect some information.

Gather the following to fill out Form 941:

  • Basic business information, such as your business’s name, address, and Employer Identification Number (EIN)
  • Number of employees you compensated during the quarter
  • Total wages you paid to employees in the quarter
  • Taxable Social Security and Medicare wages for the quarter
  • Total federal income, Social Security, and Medicare taxes withheld from employees’ wages during the quarter
  • Employment tax deposits you’ve already made for the quarter

2. Fill out business information

At the top portion of Form 941, fill in your EIN, business name, trade name (if applicable), and business address.

Off to the right side, mark which quarter the information is for. For example, if the form is for the first quarter, put an “X” in the box next to “January, February, March.”

how to fill out form 941

3. Fill in necessary sections on the form

Below is a box-by-box breakdown to help you fill out the rest of the form.

Form 941 is broken into five parts, each with their own sections. Depending on your business and employees, you might not need to complete all of the sections.

Part 1: Questions for the quarter

Part 1 has 15 lines. Here are details about each of those lines and what information you must provide.

Line 1

List the number of employees you paid during the quarter. This includes any employees who received wages, tips, and other compensation.

Per the IRS, only include the total number of those who worked on these dates or during pay periods that include these dates: March 12, June 12, September 12, and December 12.

For example, say you have 11 employees work during March. Only 10 of the employees work during the pay period of 3/1 – 3/13. Because only 10 employees worked on or through March 12, you would only report “10” on Line 1.

If you enter more than 250 employees on line 1, you must file Form 941 electronically.

Line 2

Report the total compensation you paid to the applicable employees during the quarter. Include all wages, tips, and other compensation.

Line 3

List the federal income tax withheld from employee compensation. Don’t include any income tax withheld by a third-party sick payer, if applicable.

Line 4

If no employee compensation is subject to Social Security and Medicare taxes, mark an “X” next to “Check and go to line 6” on line 4. If you mark that box, you can skip lines 5a, 5b, 5c, and 5d.

If employees do have compensation subject to Social Security and Medicare taxes, fill out lines 5a-5d next.

Lines 5a-5d

The most confusing lines on Form 941 are 5a-5d. To calculate the totals for these lines correctly, break up the wages by type (e.g., regular wages or tips).

Lines 5a-5d are the totals for both the employee and employer portions of Social Security and Medicare taxes withheld from an employee’s wages.

On lines 5a and 5b, you must multiply taxable Social Security wages (5a) and taxable Social Security tips (5b) by 0.124.

The decimal represents the rate of Social Security tax on taxable wages. Both you and your employee must contribute 6.2% each paycheck for Social Security. Combined, you and your employee contribute 12.4%, which is the amount you multiply on lines 5a and 5b (0.124).

For 2019, the Social Security wage base is $132,900. This means only the first $132,900 of an employee’s annual income is subject to Social Security tax. Do not include any wages above $132,900 on lines 5a-5d.

On line 5c, multiply taxable Medicare wages and tips by 0.029. You and your employee must both contribute 1.45% each paycheck for Medicare taxes. Combined, you and your employee pay 2.9%, which is 0.029.

Medicare tax does not have a wage base. However, you must withhold an additional 0.9% for Medicare tax once an employee meets one of the following thresholds:

  • Single with an annual income of $200,000 or more
  • Married filing jointly with an annual income of $250,000 or more
  • Married filing separately with an annual income of $125,000 or more

If applicable, account for the additional 0.9% on line 5d by multiplying taxable wages and tips subject to additional Medicare tax withholding by 0.009.

Let’s look at an example of calculating totals for lines 5a-5d for an employee. Say your employee earns $30,000 in regular wages and $2,000 in tips during the quarter.

Line 5a: Taxable Social Security wages x 0.124
Line 5b: Taxable Social Security tips x 0.124
Line 5c: Taxable Medicare wages and tips x 0.029
Line 5d: Leave blank if employee doesn’t earn more than the applicable threshold

Line 5a: $30,000 x 0.124 = $3,720.00
Line 5b: $2,000 x 0.124 = $248.00
Line 5c: $32,000 x 0.029 = $928.00
Line 5d: Leave blank

Fill out Columns 1 and 2 with the correct totals based on your wages and calculations. Be sure to separate the dollar and cents amounts on the form. For example:

how to fill out form 941

Line 5e

Add the totals from Column 2 for 5a, 5b, 5c, and 5d together to fill in the total on line 5e. Using the same data from above, you would input $4,896.00 on line 5e ($3,720 + $248 + $928).

Line 5f

Line 5f is specifically for documenting tax due on unreported tips.

The IRS may issue a Section 3121(q) Notice and Demand to employers. This notice tells you about the amount of tips received by employees that were unreported (e.g., employee failed to report tips or underreported tips to their employer).

If you receive a notice, fill in the amount the notice lists on line 5f. Do not fill out line 5f if you did not receive a notice from the IRS.

Line 6

To get your total for line 6, add together totals from lines 3, 5e, and 5f (if applicable). Line 6 is the total amount of taxes you owe before any adjustments.

Line 7

Fill out line 7 to adjust fractions of cents from lines 5a-5d. At some point, you will probably have a fraction of a penny when you complete your calculations. The fraction adjustments relate to the employee share of Social Security and Medicare taxes withheld.

The employee portion of Social Security and Medicare taxes from lines 5a-5d may differ from the amounts you actually withheld from employees’ wages due to rounding.

For example, say your employee had a tax liability of $2,225.212. You can’t send 21.2 pennies to the IRS. Instead, you round the penny amount down to 21 cents.

Line 7 is for you to report these types of penny discrepancies. Say you paid $5,500.14. Your form states you should have paid $5,500.16. You would put -.02 on line 7 to show the penny discrepancy.

The fractions of cents adjustment can be either a positive or negative amount. Be sure to use the negative sign (not parentheses) to show a decrease.

Line 8

Fill out line 8 if you have a third-party sick payer, such as an insurance company. Calculate third-party sick pay for the quarter and enter the total on line 8 as a negative (e.g., -$130).

Line 9

Line 9 relates to line 5f. However, line 9 is for recording adjustments for uncollected Social Security and Medicare taxes on tips and uncollected employee taxes on group-term life insurance.

On line 9, enter a negative amount for:

  • Any uncollected employee share of Social Security and Medicare taxes on tips
  • The uncollected employee share of Social Security and Medicare taxes on group-term life insurance premiums paid for former employees

Don’t fill in line 9 if you do not have any uncollected taxes for tips (Social Security and Medicare taxes) or group-term life insurance (employee share of taxes).

Line 10

On line 10, fill in the total taxes after your adjustments (if applicable) from lines 6-9. Add the totals from lines 6-9 and fill in the sum on line 10.

Line 11

Line 11 is specifically for a payroll tax credit for increasing research activities. If this credit applies to you, enter the amount of credit from Form 8974, line 12.

You must also attach Form 8974, Qualified Small Business Payroll Tax Credit for Increasing Research Activities, to Form 941.

Do not fill in line 11 if this credit does not apply to your business.

Line 12

Record your total taxes after adjustments and credits on line 12. Subtract line 11 from line 10 and enter your total on line 12.

According to the IRS, You can either pay your amount with Form 941 or deposit the amount if both of the following are true:

  • Line 12 is less than $2,500 or line 12 on your previous quarterly return was less than $2,500
  • You didn’t incur a $100,000 next-day deposit obligation during the current quarter

You must follow a deposit schedule if both of the following apply to you:

  • If line 12 is $2,500 or more and line 12 on your previous quarterly return was $2,500 or more
  • You incurred a $100,000 next-day deposit obligation during the current quarter
Line 13

List your total deposits for the quarter on line 13. If you had any overpayments from previous quarters that you’re applying to your return, include the overpayment amount with your total on line 13.

Also, include any overpayment you applied from filing Form 941-X or 944-X in the current quarter.

Line 14

If line 12 is more than line 13, enter the difference on line 14. You do not have to pay if your line 14 total is under one dollar.

Do not fill out line 14 if line 12 is less than line 13. Move on to line 15.

Line 15

If line 13 is more than line 12, enter the difference on line 15.

Do not fill in both lines 14 and 15. Only fill out one of these lines.

If line 15 is under one dollar, the IRS will send a refund. Or, the IRS can apply it to your next return if you ask them to do so in writing.

Part 2: Deposit schedule and tax liability for the quarter

Above the section for Part 2, enter your business name and EIN one more time.

In Part 2, fill out information about whether you’re a semiweekly or monthly depositor. If you’re not sure which type of depositor you are, check IRS Publication 15, section 11.

Next to line 16, you will see three boxes.

Mark an “X” next to the first box if:

  • Line 12 on your Form 941 was less than $2,500
  • Line 12 on your previous quarterly return was less than $2,500
  • You didn’t incur a $100,000 next-day deposit obligation during the current quarter.

If you were a monthly depositor for the entire quarter, put an “X” next to the second box and fill out your tax liability for Months 1, 2, and 3. Your total liability for the quarter must equal line 12 on your form.

If you were a semiweekly depositor during any part of the quarter, mark an “X” next to the third box. You must also complete Schedule B, Report of Tax Liability for Semiweekly Schedule Depositors, and attach it to Form 941 if you were a semiweekly depositor.

how to fill out form 941

Part 3: About your business

Part 3, line 17 asks you whether your business closed or stopped paying wages during the quarter. If you did close your business or stopped paying wages in the quarter, place an “X” next to the box that says “Check here.” Then, enter the final date you paid wages.

If you are a seasonal employer and don’t have to file Form 941 every quarter, put an “X” next to “Check here” on line 18.

If lines 17 and 18 don’t apply to your business, leave Part 3 blank and move on to Part 4.

how to fill out form 941

Part 4: Third-party designee

Part 4 asks permission for the IRS to speak with your third-party designee. Your third-party designee is the individual (e.g., employee or tax preparer) who prepared Form 941 and is typically responsible for payroll tax prep.

If you want your third-party designee to be able to discuss your return with the IRS, mark an “X” next to the “Yes” box. Then, fill in the designee’s name and phone number. You must also select a five-digit PIN to use when talking to the IRS (e.g., 12345).

If you do not want another person to be able to discuss the return with the IRS, check off the box next to “No” and move on to Part 5.

The example below shows what it would look like if you chose “Yes.”

how to fill out form 941

Part 5: Signature

After you complete all of the above sections, sign your form under Part 5.

The following people can sign Form 941:

  • Sole proprietorship: Individual who owns the company
  • Corporation or an LLC treated as a corporation: President, vice president, or other principal officer
  • Partnership or an LLC treated as a partnership: Partner, member, or officer
  • Single-member LLC: Owner of the LLC or a principal officer
  • Trust or estate: The fiduciary

One of the authorized signers from above must sign Form 941 in the box next to “Sign your name here.” The signer must also print their name and title (e.g., president) and include the date and their phone number.

If you have someone else prepare Form 941 on your company’s behalf, the preparer must fill out the Paid Preparer Use Only section. This section includes the preparer’s name, signature, firm’s name, address, phone number, EIN, and date. Your preparer must also check off whether or not they’re self-employed.

how to fill out form 941

After you complete both pages of 941 and sign it, you’re ready to submit your form to the IRS.

4. Submit Form 941

Where you file Form 941 depends on your state and whether you make a deposit with your filing. To find out where you need to mail your completed form, check out the IRS’s website. You might also be able to electronically file Form 941, depending on your business and state.

File a new Form 941 with the IRS every quarter. Because Form 941 is a quarterly form, it has multiple due dates:

  • April 30 for Quarter 1 (January 1 – March 31)
  • July 31 for Quarter 2 (April 1 – June 30)
  • October 31 for Quarter 3 (July 1 – September 30)
  • January 31 for Quarter 4 (October 1 – December 31)

For additional details on filling out Form 941 and sending it to the IRS, consult the IRS’s Instructions for Form 941.

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