What This Process Does
- Allows users to create the 941 Federal Tax Form, which pulls earning and withholding amounts from the Job Deduction Calendar files.
Best Practices
- Since the 941 Federal Tax Form uses information entered/processed in OpenRDA, it's important to make sure that all Pay Masters and Vendor Withholding vouchers have the correct Calendar Month and Year, and that processes are completed entirely.
- Recommendations for balancing the 941 are available by clicking here: 941 Balancing Tips.
- Note: If payroll corrections need to be made, and they cannot be done in a payroll, and the Change Payroll Deductions Earnings / Amounts process must be used, then that adjustment screen should have the Adjust Gross in Pay Master boolean flagged, and the original Pay ID indicated, so that the adjustment will affect not only the specified Calendar period, but also the specific Pay ID
- This form is available for convenience, and the results should always be verified for accuracy. The form may not be used under certain circumstances - see Requirements below
Requirements
- If the 941 Federal Tax Form is not in your directory, please submit a cyber support request, and we will flag the setup variable that will allow it to be included in your program download. There is no fee for the form.
- If your printer has never been used to print Form 941, it must be configured to do so. So that we may get the printer set up, please submit a cyber support request.
- The 941 Federal Tax Form pulls from the Job Deduction Calendar file (Deduction calendar summaries) for earnings and withholding amounts, which means all payrolls must have the Payroll Update History completed in order to be included on the 941, and all Vendor Withholding vouchers must be completed as well.
- The 941 Federal Tax Form uses deductions FICA-M and Medicare-M to report earnings withholding on the form
- Running validation reports is imperative to ensure the FICA and FICA-M wages and withheld match as well as the Medicare and Medicare-M wages and withheld match
- If manual adjustments to employees have to be added outside of payrolls, the 941 form may not be accurate. Compare to the Consolidated Tax report before submitting 941 forms.
- The Pay Master and Vendor Withholding vouchers that should be included in the 941 must have a Calendar Month and Year that matches the year and quarter of the 941.
Download New 941 Federal Tax Form
- New programs may be required to download and update in order to be able to access the most current 941 form; See news articles for information regarding program requirements.
- It is no longer necessary, as it was in the past, to manually download Form 941 from System Administration. The form is available once the newest programs have been downloaded, and the Payroll update has been run.
941 Federal Tax Form
- HR → Payroll → Reports → Payroll Tax Reports → 941 Federal Reports → 941 Federal Tax Form
- Once form is completed, click on Select to run report.
- If the actual 941 Form with fields populated is not produced, repeat steps on the Download new 941 Federal Tax Form section or contact an RDA representative for assistance.
FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
Selected Calendar Year | — | — | ♦ | Once the form is downloaded, this field will be populated with the current calendar year; If current calendar year is not populated, delete user and site screen defaults |
Selected Quarter | — | — | ♦ | Type in the appropriate quarter |
Social Security Rate | — | — | ♦ | Once the form is downloaded , this field will be populated with the correct social security rate for both employee and employer portions; If current social security rate is not populated, delete user and site screen defaults |
Medicare Rate | — | — | ♦ | Once the form is downloaded , this field will be populated for both employee and employer portions; If current Medicare rate is not populated, delete user and site screen defaults |
Additional Medicare Rate | — | — | ♦ | Once the form is downloaded , this field will be populated with the correct employer portion of additional Medicare; If current additional Medicare rate is not populated, delete user and site screen defaults |
Adjustments to Quarterly Deposits | — | — | ♦ | Field is required if an overpayment from a prior quarter and/or an overpayment applied from Form 941-X or Form 944-X filed in the current quarter should be added to line 11 on the 941 form; If the payment has already been processed as a Vendor Withholding Voucher in the quarter in which the 941 is being run, this field may not need to be populated |
Request Refund for Overpayment | — | — | ♦ | If a refund is applicable and a refund check is desired, this boolean must be checked to indicate this on the 941 form |
Apply Refund To Next Return | — | — | ♦ | If a refund is applicable and a refund should be applied to the next quarter's return, this boolean must be checked to indicate this on the 941 form |
Monthly Schedule Depositor | — | — | ♦ | If deposits are scheduled on a monthly schedule, this boolean is required to be checked (marked as true) |
Semiweekly Schedule Depositor | — | — | ♦ | If deposits are scheduled on a semimonthly schedule, this boolean is required to be checked (marked as true) |
Use a Third Party Designee | — | — | ♦ | If a third party is used to produce the 941 and/or another party is authorized to discuss the 941, this boolean should be checked (marked as true) |
Name | — | — | ♦ | If entering a third party designee, enter the name of the designee |
Phone Number | — | — | ♦ | If entering a third party designee, enter the phone number of the designee |
Designee's 5-digit PIN | — | — | ♦ | If entering a third party designee, enter the designee's 5 digit Personal Identification Number (PIN) |
Name | — | — | ♦ | Enter the name of the responsible party submitting the 941 form |
Title | — | — | ♦ | Enter the title of the responsible party submitting the 941 form |
Phone Number | — | — | ♦ | Enter the phone number of the responsible party submitting the 941 form |
Deduction Description ID | — | — | ♦ | If specific deductions should be included on the 941 form, range on the appropriate Deduction IDs; It is not recommended to use this ranging option; Should separate Deductions by Employer Identification if applicable |
Employer Identification | — | — | ♦ | If running 941 form for a specific Employer ID, range on the appropriate Employer ID |
Opt. = Optional Rec. = Recommended Req. = Required | ||||
- NOTE: Schedule B (Form 941): Report of Tax Liability for Semiweekly Schedule Depositors, is not automatically produced. Customers required to file Schedule B, will need to complete that form separately.