Tax form 941 is sent to the Department of the Treasury Internal Revenue Service. Employers will send it to one of three offices, depending on the regional location of the business.
The Basics of IRS Form 941
IRS form 941 is the employer's quarterly federal tax return form. Every employer (even those who are self-employed) is responsible for withholding money for tax liabilities for income, Social Security and Medicare taxes. This tax form helps employers report taxes withheld on employee wages, reported tips, Social Security and Medicare, including additional Medicare taxes assessed to employees who made over $200,000. This form also helps employers report any current quarterly adjustments to Social Security and Medicare taxes affected by sick pay, reported tips and payments for group term life insurance for employees. The 941 form is not for reporting withholdings or any type of non-payroll payments.
Other 941 forms include the 941-V form and the 941-X form. Employers fill out the V form when submitting a payment with the tax forms. This form is often used when employers have miscalculated previous quarterly forms and need to send in an additional deposit to catch up on owed monies. The X form is a correction form and allows employers to correct mistakes from a previously filed 941 form.
IRS Form 941 Exemptions
A business owner who does not owe any taxes for the quarter must still file an IRS 941 form. A lack of income or employee wages during the year is not an exemption from filing. There are a few situations wherein an employer is exempt from filing form 941 and will file different tax reporting forms. A seasonal employer may be exempt from filing quarterly forms if he or she lets the IRS know that his or her business only hires employees during the summer or over the holidays. Household employers who hire nannies or housekeepers may not need to file quarterly taxes or withhold Medicare and Social Security taxes if the income falls below designated IRS guidelines. Farmers who hire agricultural employees may also be exempt from filing the IRS 941 form by filing forms specific to farm income and employees.
When and Where to Mail IRS Form 941
Employers who must mail in IRS form 941 will mail it to one of three offices, depending on where in the United States the business is located, and must follow the IRS quarterly filing schedule. File by April 30 for first-quarter income, July 31 for second-quarter income, October 31 for third-quarter income and January 31 for fourth-quarter income. It's important to remember that the IRS will compare the 941 quarterly forms submitted with the annual W-3 form. These forms must match to avoid owing penalties or overdue tax payments.
Businesses in Connecticut, Delaware, the District of Columbia, Florida, 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 and Wisconsin mail Form 941 without a payment to Department of the Treasury, Internal Revenue Service, Cincinnati, OH, 45999-0005. With payment, mail to Internal Revenue Service, P.O. Box 804522, Cincinnati, OH, 45820-4522.
All other states mail Form 941 without a payment to Department of the Treasury, Internal Revenue Service, Ogden, UT, 84201-0005. With payment, the address is Internal Revenue Service, P.O. Box 37941, Hartford, CT, 06176-7941. Any business with no U.S. address mails form 941 to the Hartford address (with a payment) or the Ogden address (without a payment).