How Often Is Form 941 Filed? Deadlines & Requirements
Effectively manage your employer's federal payroll tax responsibilities. Understand the timing and requirements for Form 941.
Form 941, the Employer’s Quarterly Federal Tax Return, is a document filed by businesses that pay wages to employees. This form is used to report federal income tax, Social Security tax, and Medicare tax that employers withhold from employee paychecks. Additionally, it details the employer’s corresponding share of Social Security and Medicare taxes.
Standard Filing Frequency
Employers generally file Form 941 on a quarterly basis to report wages and taxes. The IRS defines these quarters as specific three-month periods: Quarter 1 covers January 1 to March 31, Quarter 2 covers April 1 to June 30, Quarter 3 covers July 1 to September 30, and Quarter 4 covers October 1 to December 31. Most businesses with employees are required to file Form 941 if they pay wages subject to income tax withholding or Social Security and Medicare taxes. This obligation continues even if no wages are paid during certain quarters, unless a final return has been filed.
Quarterly Filing Deadlines
The IRS sets specific due dates for each quarterly Form 941 submission. These deadlines typically fall on the last day of the month following the end of each quarter. For Quarter 1 (January 1 – March 31), the due date is April 30. Quarter 2 (April 1 – June 30) is due by July 31, and Quarter 3 (July 1 – September 30) must be filed by October 31. The final quarter, Quarter 4 (October 1 – December 31), has a filing deadline of January 31 of the following year. If any of these due dates occur on a Saturday, Sunday, or legal holiday, the deadline shifts to the next business day. Employers who have made timely deposits of all taxes owed for a quarter may receive an additional 10 calendar days to file their return.
Information Needed for Form 941
Accurate preparation of Form 941 requires gathering specific financial and payroll data. Businesses need to compile the total wages, tips, and other compensation paid to all employees during the quarter. This includes the total federal income tax withheld from these payments. Employers must also report the taxable Social Security wages and tips, along with the taxable Medicare wages and tips.
The form requires details on both the employee’s and employer’s share of Social Security and Medicare taxes. For 2025, the Social Security tax rate is 6.2% for both the employee and employer, applied up to a wage base limit of $176,100. The Medicare tax rate is 1.45% for both parties, with no wage base limit. Additionally, any current quarter adjustments for fractions of cents, sick pay, tips, and group-term life insurance must be accounted for. Businesses also need to calculate their total tax liability for the quarter and keep records of all federal tax deposits made.
Submitting Form 941
Once completed, employers have a few submission methods. One option is to mail the paper form directly to the IRS. The specific mailing address varies by state and whether a payment is included. The IRS provides a list of these addresses. When mailing a payment, it should be made payable to the “United States Treasury” and include the Employer Identification Number (EIN), Form 941, and the tax period on the check or money order.
Electronic filing, or e-filing, is another widely available method for submitting Form 941. Employers can e-file through an authorized IRS e-file provider or tax preparation software. This method often results in faster processing and can provide immediate confirmation of receipt. While e-filing the form, employers can also use electronic funds withdrawal (EFW) to pay any balance due. However, federal tax deposits themselves must generally be made through the Electronic Federal Tax Payment System (EFTPS) or other electronic funds transfer methods.
Situations Affecting Filing Frequency
While quarterly filing is standard for Form 941, certain circumstances can alter this requirement. Seasonal employers, for instance, may not need to file for quarters in which they pay no wages. They typically file only for the quarters during which they operate and pay employees. When a business closes or stops paying wages, it must file a final Form 941.
New businesses begin their filing obligations with the quarter in which they first pay wages subject to federal income tax withholding or Social Security and Medicare taxes. After this initial filing, they must generally continue to file for every subsequent quarter. For some very small employers, an alternative exists: Form 944, Employer’s Annual Federal Tax Return. This form is designed for businesses with an annual employment tax liability of $1,000 or less, allowing them to file annually instead of quarterly. The IRS typically notifies eligible employers if they are required or permitted to file Form 944 instead of Form 941.