Printing 941 forms

unavailable in ajeraCore unless you have the Payroll add-on

Multi-company only. To print government forms, you must set the payroll type to Process Payroll ( > Setup > Company > Preferences > Payroll tab > Payroll Type field).

To print 941 forms

  1. From the > Reports menu, click Government Reporting > Form 941.
  1. Multi-company only. Select a company.
  1. Enter information as follows:
For Do this

Year

Type the year for the Form 941 you are printing.

Quarter

Select the quarter reported on the Form 941 you are printing.

Trade name

Type the trade name, if any, to print on the form.

Adjustments:

Fractions of cents

Type the current quarter adjustment amount for fractions of cents.

Sick pay

Type the current quarter adjustment amount for sick pay.

Life insurance

Type the current quarter adjustment amount for group-term life insurance.
Tax Credit Type the current quarter adjustment amount for the qualified small business payroll tax credit for increasing research activity.

These fields apply only to the form for 2009 and later:

COBRA premium payments

Type the amount of COBRA premium assistance payments you made for eligible individuals who paid their reduced premiums.

This amount should be 65% of the total COBRA premiums for assistance eligible individuals without regard to the reduction. Do not include any amounts paid to you by the individuals. For more information, see the IRS instructions for Form 941.

Number of individuals

Type the total number of individuals for whom you provided COBRA premium assistance payments.

These fields apply only to the form for 2008 and earlier:

Income tax withholding

Type the federal withholding amount for the current year.

Social Security

Type the prior quarter's adjustment amount for Social Security and Medicare.

Special income tax

This line on the form is reserved for employers with special circumstances. Use it only if the IRS has sent you a notice to do so.

Special Social Security

This line on the form is reserved for employers with special circumstances. Use it only if the IRS has sent you a notice to do so.

These fields apply to the form for all years:

Total deposits

Type the total amount deposited for the quarter you are reporting.

Refund overpayment

Select this check box to select the Refund Overpayment check box on the form.

State

Type the state code for the state where you made your deposits. If you made deposits in multiple states, type MU.

Depositor option

Select the Monthly or Semiweekly check box to check the appropriate box on the form.

To print Schedule B, select Semiweekly.

Liability adjustment

Enter the amount of the liability adjustment to print on Schedule B of Form 941 for a prior quarter's reporting error.

Select the check box for the month in the quarter in which you are making the liability adjustment. For example, if you are reporting Quarter 1, select Month 2 if the error was found in February.

Type the day of the month to use for this liability adjustment. For example, enter 13 if the error was found on the 13th of the month.

The month and day ensure that the liability adjustment appears on the correct date line on Schedule B. If payroll was paid on the same day and month entered for the liability adjustment, the liability adjustment amount and the payroll amount are added together.

No future returns

Select this check box if your company is going out of business and will file no future returns.

Final date

Enter the final date on which you paid wages that you are reporting on this form.

Business Closed Information: These fields apply if e-filing or printing with Box 18 checked
Contact Name The name of the contact
Address The first line of the address
Address 2

The second line of the address

Example: Suite number
City The name of the city
State The name of the state
Zip The zip code

Seasonal employer

Select this check box to select the Seasonal Employer check box on the form.

Allow third-party designee contact

To allow an individual, corporation, firm, organization, or partnership to discuss your Form 941 with the IRS, select this check box, which selects the Yes check box in the Third-Party Designee section of the form.

Designee's name

Type the name of the third-party designee.

Personal identification number

Type five numbers that the third-party designee chooses as a personal identification number.

Phone

Type the third-party designee's phone number.

Signer's name and title

Type the name and job title of the person who signs this form.

Date signed

Type the date of the signature.

Phone

Type the phone number for the person who signs the form.
  1. If a preparer is preparing the form for your company, click the Preparer button. The Preparer Information window appears where you can enter information that identifies your preparer.
  2. Click Print.
  3. On the Print window, review your selections and change them as needed. If forms do not align properly on your printer, you can adjust the printer alignment.
  4. Click OK.