When Is Form 941 Due? Quarterly Filing Deadlines
Master Form 941 filing. Learn essential IRS employer tax return deadlines and critical reporting details to ensure compliance.
Form 941 is a document for employers to report federal payroll taxes. This Internal Revenue Service (IRS) form accounts for wages paid and federal taxes withheld from employee earnings. Timely submission is essential for compliance with federal tax regulations.
What Form 941 Is
Form 941, the Employer’s Quarterly Federal Tax Return, is used by employers to report federal income tax, Social Security tax, and Medicare tax withheld from employee paychecks. It also accounts for the employer’s matching share of Social Security and Medicare taxes. Most businesses paying wages subject to these taxes are required to file this form quarterly.
The form summarizes payroll activities for the reporting period. It itemizes total wages paid and federal income tax withheld. Both employee and employer contributions to Social Security and Medicare taxes are reported on this document.
Regular Filing Deadlines
Employers must adhere to specific quarterly due dates for filing Form 941.
For the first calendar quarter (January 1 – March 31), Form 941 is due by April 30.
The second quarter (April 1 – June 30) has a filing deadline of July 31.
For the third quarter (July 1 – September 30), the form must be submitted by October 31.
The final quarter (October 1 – December 31) requires filing by January 31 of the following year.
If any of these due dates fall on a Saturday, Sunday, or a legal holiday, the deadline automatically extends to the next business day. For example, if October 31 lands on a Sunday, the Form 941 for the third quarter would then be due on Monday, November 1.
An important filing extension exists for employers who have consistently made all their tax deposits on time. If all federal tax deposits for the quarter were made by their respective due dates, the Form 941 filing deadline is extended by an additional 10 calendar days. This means the form can be submitted up to the 10th day of the second month following the end of the quarter. This extension applies solely to the filing of the return, not the tax deposit obligations themselves.
Unique Filing Circumstances
New employers begin their Form 941 filing obligations in the quarter during which they first start paying wages to employees. They are required to submit the form for that starting quarter, even if it does not encompass a full three-month period.
Businesses that permanently cease operations or stop paying wages must file a final Form 941. This final return covers the specific quarter in which they ceased their payroll activities. Employers must indicate this status by checking the designated “final return” box on the form. The due date for this final submission corresponds to the regular quarterly deadline for that particular period.
Seasonal employers do not need to file Form 941 for quarters in which they pay no wages. However, they must initially notify the IRS of their seasonal status on the first Form 941 they file for the year. This declaration informs the IRS that subsequent non-filings are attributable to seasonal inactivity rather than non-compliance.
If a business has no employees and pays no wages during a given quarter, it does not need to file Form 941 for that specific period. This exemption applies unless the Internal Revenue Service provides specific instructions to the contrary. Failure to file Form 941 on time or to pay the reported taxes by the due date can result in financial penalties. These penalties are assessed to promote timely adherence to federal tax obligations.