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Forms 940, 941, 941-SS, 943 and 944

 

Federal 900 series forms overview 

 

Industrial Strength Payroll prints Federal Forms 940, 941, 941-SS, Schedule B - Form 941, Form 943 as well as Form 940, Schedule A (Form 940) and Worksheet. These reports are available for a single Client, or grouped into a special Consolidated Client. Forms 941, 941-SS and schedules all print on blank paper. Approved form images come with your annual maintenance subscription.

 

The other forms print on preprinted forms as standard. We recommend our optional Forms on a Disk™ as being the quickest way to prepare these forms.

 

In this chapter, you will learn:

 

                How to print Form 940,

                How to print Form 941,

                How to print Form 941-SS,

                How to print Form 943,

                How to print Form 944,

                How to change the daily liability box amounts,

                How to use our optional Forms on a Disk™,

                About the fractions of cents adjustment,

                How to align laser forms, and

                How to zoom an on-screen form image.

 

Form 940 

 

Industrial Strength Payroll produces pages 1 and 2 of Form 940, and Schedule A – Form 940, payment voucher Form 940-V and the 940 Worksheet as required.

 

To prepare Form 940:

 

 

 

 

 


 

 

Please note the Important 940 Questions area. Both questions must be answered before proceeding.

 

For convenience, Industrial Strength Payroll remembers the settings from the last Client so please check these settings carefully.

 

 

 

 


 

Click Yes if there are no changes to the report, No to start over.

 

The page you see next depends on the choices you made in the Important 940 Questions. Certain conditions disqualify your Client from receiving the full FUTA credit. In such cases you must complete the Form 940 Worksheet to determine the correct liability. That page comes first. The results carry forward to the Form 940.

 

 


 

The 940 Worksheet is not filed with your Form 940.

 

 

Frequently-asked Questions:

 

Why doesn’t the Liability print? Click here.

 

How can I change the quarterly Liability? Click here.

 

I need to specify a third-party designee? Click here.

 

How do I enter Paid Preparer information? Click here.

 

How do I print the Client’s signer information on the form? Click here.

 

Form 941 

 

Form 941 and Schedule B - Form 941 are available for any quarter. Pages 1 and 2 of Form 941 print for all 941 Clients. The Schedule B - Form 941 prints for Clients who are shown as semi-weekly depositors in their Client Master record, and who pass the IRS’ reporting threshold for Form 941.

 

To print Form 941,

 

 

 

 

 

Frequently-asked Questions:

 

Why doesn’t the Liability print? Click here.

 

How can I change the quarterly Liability? Click here.

 

I need to specify a third-party designee? Click here.

 

How do I enter Paid Preparer information? Click here.

 

How do I print the Client’s signer information on the form? Click here.

 

Form 941-SS 

 

Form 941-SS prints automatically instead of Form 941 for Clients in Guam, the US Virgin Islands, the Commonwealth of the Northern Mariana Islands (Saipan), and American Samoa.

 

Industrial Strength Payroll prints IRS-approved substitute forms using our Forms on a Disk™ technology and your laser or other sheet-fed printer.

 

To print Form 941-SS,

 

 

 

 

 

Frequently-asked Questions:

 

Why doesn’t the Liability print? Click here.

 

How can I change the quarterly Liability? Click here.

 

I need to specify a third-party designee? Click here.

 

How do I enter Paid Preparer information? Click here.

 

How do I print the Client’s signer information on the form? Click here.

 

Form 943 

 

Form 943 is filed by certain Agricultural Employers.

 

To print Form 943,

 

 

 

 

 

Frequently-asked Questions:

 

Why doesn’t the Liability print? Click here.

 

How do I print the Client’s signer information on the form? Click here.

 

Form 944 

 

Form 944 is the Annual version of Form 941. The IRS sends letters to companies that are required to file this form. Only those companies can file it.

 

Before you can prepare Form 944, you must tell Industrial Strength Payroll that the Client files it.

 

To do so,

 

 

To print Form 944,

 

 

 

 

Frequently-asked Questions:

 

Why doesn’t the Liability print? Click here.

 

How can I change the quarterly Liability? Click here.

 

I need to specify a third-party designee? Click here.

 

How do I enter Paid Preparer information? Click here.

 

How do I print the Client’s signer information on the form? Click here.

 

How to specify a third-party designee 

 

Generally, the IRS will only discuss any of the 900-series forms with the person who actually signed the return. To allow for the many cases where the signer does not actually do the details of the form, there is a provision for the signer to allow the IRS to speak with someone else.

 

Here is the wording from the 2008 Instructions for Form 941:

 

"If you want to allow an employee, a paid tax preparer, or another person to discuss your Form 941 with the IRS, check the "Yes" box in Part 4. Then tell us the name, phone number, and the five-digit personal identification number (PIN) of the specific person to speak with - not the name of the firm who prepared your tax return. The designee may choose any five numbers as his or her PIN.

 

By checking "Yes," you authorize the IRS to talk to the person you named (your designee) about any questions we may have while we process your return. You also authorize your designee to:

give us any information that is missing from your return,

call us for information about processing your return, and

respond to certain IRS notices that you have shared with your designee about math errors and return preparation.

 

The IRS will not send notices to your designee."

 

The other 900 series forms contain similar wording.

 

To complete this authorization,

 

 

Industrial Strength Payroll offers to save this information as the form is printed. Once saved, it automatically inserts it wherever it needs to.

 

 

How to have reports signed by Client 

 

Industrial Strength Payroll can insert the Client Contact name, title and telephone number on forms as required.

 

To activate this feature,

 

 


 

 


 

How to Specify a Paid Preparer 

 

Industrial Strength Payroll can insert the Paid Preparer information on forms as required.

 

To activate this feature:

 

 

 


 

 

The information from the Firm file may not be exactly what you want to show. You may want to change the name of the person, indicate that you are self-employed or change the EIN to an SSN or PTIN.

 

You can edit the Paid Preparer information to show whatever you want when that page is on the screen.

 

If you do make any changes, Industrial Strength Payroll asks permission to save these changes. If you agree, they become the default until you change them again.

 

 

The fractions of cents adjustment 

 

There is sometimes a difference between the Total social security and Medicare taxes (line 5d on the 2010 Form 941) and the sum of the taxes actually withheld from the employees plus the employer's contribution.

 

Adding or dropping fractions of cents in computing the tax for each individual causes this difference.

 

The IRS allows an adjustment to Form 941 in such cases. The adjustment is entered in line 7a of the 2010 Form 941.

 

If the adjustment is within plus or minus 99 cents, Industrial Strength Payroll automatically makes the adjustment for you. It appears in the Current quarter’s fractions of cents area (Line 7a in 2010) in the Tax Adjustments (Area 7 in 2010).

 

Editing reports on-screen 

 

As a general rule, any Federal or State report that is displayed on the screen can be edited to some degree before it is printed. You usually cannot change Client name and identification information, as well as figures that are derived directly from the payroll data base such as Gross Pay or Taxes withheld.

 

To edit a field,

 

 

Resizing a viewed report 

 

Any editable Federal or state report that is larger than the viewing area on the screen can be resized. There are 5 available sizes as shown in this menu:

 

 


 

To change the displayed image, choose the Edit menu.

 

There is a checkmark beside current magnification.

 

Click on the magnification that you want.

 

How to align laser forms 

 

Industrial Strength Payroll contains an alignment routine that lets you move the printed image right or left, up or down. This routine is designed to compensate for manufacturing tolerances and differences caused by aging of the laser printer.

 

 

 

 


 


or

 

How to use Forms on a Disk™ 

 

Phoenix Phive has an available option called Forms on a Disk™. Forms on a Disk™ are images of actual forms. The software prints them using a laser or other sheet-fed printer. They will also print on a GDI type impact printer such as some Epsons, but the quality is lower and the speed is excruciatingly slow.

 

There is a separate Form on a Disk™ for every supported form.

 

Fileable Forms on a Disk™ are fully approved by the IRS, SSA or State agency as applicable. They take the place of many preprinted laser sheets. They can be used for all "black-ink" Federal forms, such as all copies of Form W-2, Form 941 and -SS, Schedule B - Form 941, Form 940, Form 943 and Form 944, and most state forms. Some states, such as Ohio and Texas, insist on your using a preprinted laser sheet.

 

Forms on a Disk™ images are used automatically whenever Industrial Strength Payroll finds the form and knows it can use it.

 

Changing the Liability section 

 

Industrial Strength Payroll records the change in Federal tax deposit liability on the day of the month from the Check Date. The amount increases or decreases according to the type of payroll job.

 

The way you enter After the Fact payroll directly affects the amount of detail available for reporting. For example, when you record a month at a time, daily liability detail is not available for semi-weekly depositors. Recording by quarter means that both daily and monthly details are not available.

 

This section discusses how to change the liability areas.

 

Liability Reporting Thresholds 

 

The IRS establishes thresholds for liability reporting on 900-series forms. Consider this segment from Form 941 (2010), page 2:

 


The area highlighted in YELLOW clearly shows that liability is only to be reported if it exceeds $2,500.00. If it does not, it does not need to be reported.

 

Forms 940, 941-SS, 943 and 944 all have similar thresholds.

 

Industrial Strength Payroll knows and follows these rules. Generally, if the liability does not meet the threshold, it is not reported. There is one exception.

 

Certain changes in the law became effective January 1, 2010. One of these changes involves the reporting and payment of liabilities on Form 941 and its sister forms. Please look at the area highlighted in GREEN. This very-significant change means that you do not have to report liabilities if the preceding Quarter was beneath the threshold, and you did not incur any $100.000 next-day deposit obligations.

 

If Industrial Strength Payroll does not know the liability for the prior Quarter, as in the case of the 1st Quarter of any year, it will base its decision to report the liabilities on the current Quarter only.

 

 

Changing Liability on Form 940 

 

Quarterly FUTA liabilities are found on Form 940, page 2.

 

To change the figures:

 

 

 

Changing Liability on Form 941 and Form 941-SS 

 

Liability is reported in 2 areas of Form 941, depending on when the Client must deposit his liabilities.

 

Monthly filers report the liability by month on page 2 of Form 941.

 

Semi-weekly depositors report their daily liabilities on Schedule B – Form 941.

 

You change the liabilities for both types of depositors using the Schedule B – Form 941 screen.

 

To change the figures:

 

 

You can access and change any of these daily liabilities immediately prior to printing the form. The changes are discarded once the form is printed.               

 

Changing Liability on Form 944 

 

Monthly liabilities print on page 2 of Form 944.

 

To change the figures: