941 Forms

941 Instructions 2021

Form 941—Employer’s Quarterly Federal Tax Return instructions to fill out, submit and more can be found in this article. Form 941 is for reporting income and FICA (Social Security and Medicare) taxes withheld from employees’ income and paying the employer portion of FICA taxes. In Form 941, the employers also report the total amount of wage, salary, and tips paid to employees.

Form 941 is filed for every quarter and the employer will pay the employer portion of these taxes with each one filed. If you operate a business but don’t have any employees working for you, a 941 isn’t required. You can just skip this as you aren’t obligated to file one since there is no employees.

Even if you have a single employee though, Form 941 is mandatory to file to report the taxes mentioned above. Learn more about where to file Form 941 to report tax withheld in the 2021 tax year.

How to file Form 941?

Form 941 can be submitted to the IRS by mail or electronically. It is strongly suggested that you file it electronically as it will take less time for it to reach the IRS.

You can file it by mail if you fill out one early a week or two prior to the deadline. But if you want to overpayment for the quarter to be refunded to you, e-filing is going to be a better option.

Form 941 Filing Deadline and Mail Address

Form 941 must be filed for every quarter by the end of the following month after the quarter ends. Therefore, for each quarter, the deadline to file Form 941 is:

  • April 30 for the 1st quarter
  • July 31 for the 2nd quarter
  • October 31 for the 3rd quarter
  • January 31 for the 4th quarter

Missing the deadline to file Form 941 will bring 5% of the unpaid tax amount in penalties up to 25%. To reach the maximum penalty, you will have to file Form 941 for five months or more late.

Mail paper Form 941 to:

StateWith PaymentWithout Payment
Alabama, Alaska, Arizona, Arkansas, California, Colorado, Florida, Hawaii,
Idaho, Iowa, Kansas, Louisiana, Minnesota, Mississippi, Missouri, Montana,
Nebraska, Nevada, New Mexico, North Dakota, Oklahoma, Oregon, South
Dakota, Texas, Utah, Washington, Wyoming
Internal Revenue Service
P.O. Box 932100
Louisville, KY 40293-2100
Department of the Treasury
Internal Revenue Service
Ogden, UT 84201-0005
Connecticut, Delaware, District of Columbia, Georgia, Illinois, Indiana,
Kentucky, Maine, Maryland, Massachusetts, Michigan, New Hampshire,
New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island,
South Carolina, Tennessee, Vermont, Virginia, West Virginia, Wisconsin
Internal Revenue Service
P.O. Box 806532
Cincinnati, OH 45280-6532
Department of the Treasury
Internal Revenue Service
Kansas City, MO 64999-0005
No principal place of business in any state or legal residenceInternal Revenue Service
P.O. Box 932100
Louisville, KY 40293-2100
Internal Revenue Service
P.O. Box 409101
Ogden, UT 84409

Instructions to File

Before beginning to file 941, gather your documents and calculate the number of employees, total wages paid, employment tax deposits made, taxable Social Security and Medicare wages paid for the quarter along with the income, Social Security, and Medicare tax withheld.

The above will be used on the first page of Form 941. Make sure to double-check the calculations so that you don’t need to file a new 941.

If you’re using business management, accounting, or payroll software, you should be able to see this information to fill out a 941.

On the second page of Form 941, you will continue to provide information about nonrefundable credits same as the bottom of the first page.

Note: Make sure to include the deferred Social Security taxes that will be collected in first and second quarter of 2021.

Followed with the balance due and overpayment, you can select whether or not you want the overpayment to apply to the next quarter’s 941 or receive a refund. In the second part of 941, you will figure out whether you’re a monthly schedule depositor or a semiweekly schedule depositor. This will help you see how often you will need to make payments.

Lastly, provide information about your business events such as business closing and certain payments like the qualified health plan allocable to qualified family leave wages.

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