Where to Send Form 940: Mailing and E-Filing Options

Form 940 is the Employer’s Annual Federal Unemployment (FUTA) Tax Return, used by businesses to report FUTA tax. This tax, along with state unemployment systems, provides funding for unemployment compensation for workers who have lost their jobs. Employers are solely responsible for FUTA tax; it is not deducted from employee wages. Filing Form 940 is a requirement for most employers who pay wages of $1,500 or more in any calendar quarter or who had one or more employees for at least part of a day in 20 or more different weeks during a year.

Mailing Your Form 940

Businesses can mail their completed Form 940 directly to the IRS. The specific mailing address depends on the business’s state and whether a payment is included. Consult IRS instructions or their website for the correct address.

Before mailing, an authorized person, such as the business owner or a corporate officer, must sign and date Form 940. An unsigned form is incomplete and may result in processing delays or penalties. FUTA tax payments are not sent with the mailed Form 940; they are made separately through the Electronic Federal Tax Payment System (EFTPS).

Electronic Filing for Form 940

Electronic filing (e-filing) is a convenient and efficient method for submitting Form 940. Businesses can e-file through IRS-approved software providers or tax professionals. The IRS maintains a list of authorized e-file providers on its website.

E-filing provides several benefits, including faster processing times and enhanced accuracy due to built-in error checks within the software. It also provides immediate confirmation of receipt, eliminating uncertainty associated with paper mail. Amended Form 940 returns are mailed rather than e-filed.

Making Your FUTA Tax Payment

FUTA tax payments are generally made separately from Form 940 filing, primarily through the Electronic Federal Tax Payment System (EFTPS). EFTPS is a free U.S. Department of the Treasury service for electronic federal tax payments. Enrollment in EFTPS is required to use the system, which can be done online at EFTPS.gov or by phone.

After enrolling, a Personal Identification Number (PIN) is mailed to activate the account. Payments can be scheduled online or by phone. Even if Form 940 is mailed, FUTA tax deposits must still be made via EFTPS to ensure timely payment.

Key Filing Dates

Form 940 is an annual return, generally due by January 31st of the year following the calendar year being reported (e.g., 2024 tax year due January 31, 2025). An extension to February 10th is available if all FUTA tax deposits were made on time.

While Form 940 is filed annually, FUTA tax payments may be required quarterly. If accumulated FUTA tax liability for a quarter (including any undeposited amount from previous quarters) exceeds $500, a deposit is due by the last day of the month following the quarter’s end (e.g., January-March liability due April 30). If the FUTA tax liability is $500 or less for a quarter, it carries over to the next quarter until the cumulative amount exceeds $500.