How to File Form 941 - With and Without Payment
By Jean Murray. US Business Law / Taxes Expert
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DISCLAIMER: I am not a CPA or attorney, and nothing on this site in articles, emails, blog posts, or other communications is intended to be tax or legal advice. The purpose of this site is to provide general information to readers. No claim is made regarding the accuracy or legal status of information on this site. Federal, state, and local laws and regulations change, and every business situation is unique. Readers should not take action on any tax or legal matter without reviewing options with a tax advisor or attorney.
Deposit amounts are compared to the amounts owed. How and where you file Form 941 depends on whether you owe additional amounts of payroll taxes to the IRS, and whether you are making a payment along with the 941 report.
Remember, you must file Form 941 every quarter, whether or not you have additional payments due.
Form 941 must be submitted quarterly, according to the following schedule:
- For the first quarter, ending March 30, submit by April 30.
- For the second quarter, ending June 30, submit by July 31.
- For the third quarter, ending September 30, submit by October 31.
- For the fourth quarter, ending December 31, submit by January 31.
If the submission date is a weekend or holiday, the report may be submitted
on the next business day. For example, if the April 30 date is a Saturday, submit by May 2.
Submitting Form 941 to the IRS
If you have made timely deposits in full payment of the taxes you owe for a quarter, you have 10 more days after the due date above to file form 941 for the quarter. For example, if you have made deposits in full for the first quarter, you may submit by May 10, instead of April 30.
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Form 941 reports may be mailed to the IRS or submitted electronically through IRS e-file. If you are mailing your 941 form, the address depends on your state and whether or not you are making a payment. This IRS web page has information on the mailing addresses for Form 941 .
Exception to the Electronic Filing Requirement
Payroll tax payments, including those for Form 941, must be made electronically; no payments may be made to the IRS by mail, with one exception.
Exception: I talked to an IRS representative, who explained that the only exception to the requirement for electronic payments is if you are a monthly filer (depositor) and your tax liability is under $2499 for a quarter. In this case, you can send in a payment by mail to the IRS, along with your Form 941 or other "timely filed return." In every other case, mailing in a tax payment instead of filing electronically gets you an automatic 10% penalty.
Filing Form 941
Where you send Form 941 depends on your state and whether or not you are making a payment. This IRS web page shows the addresses for filing Form 941.
Remember that, unless you qualify for the exception above, you must make your 941 payments electronically, using the IRS EFTPS system .Source: biztaxlaw.about.com