What is this service?
If your business has employees, each quarter it must report to the IRS the wages paid, the federal income tax withheld, and the Social Security and Medicare taxes, on Form 941.
Once a year it reports federal unemployment tax (FUTA) on Form 940.
We prepare these forms with your payroll information. Tax deposits are made separately and do not replace filing the forms.
Who may need it?
- Businesses with employees on payroll (W‑2).
- Employers who withhold taxes from their employees' wages.
- Businesses that must pay federal unemployment tax (FUTA) under the IRS rules.
Due dates
- Form 941: the last day of the month after each quarter (April 30, July 31, October 31, and January 31).
- Form 940: January 31 of the following year.
- Forms W‑2: given to employees and sent to the Social Security Administration (with Form W‑3) by January 31.
If you deposited all taxes on time, Forms 941 and 940 have 10 more days to be filed.
Employee or contractor?
Employees have taxes withheld and appear on Form 941 and their W‑2. Independent contractors do not have taxes withheld: they receive a 1099-NEC when applicable. The classification depends on the working relationship, not only on what a contract says. If you are unsure, we review it with you.
What information and documents do we need?
- Business details: legal name, EIN, and address.
- List of employees with their start dates and, if they left, end dates.
- Payroll records for each period: gross wages, tips, and withholding.
- Proof of payroll tax deposits.
- Prior Forms 941 and 940, if any.
- Any IRS letters or notices.
Please do not send Social Security numbers, full EINs, or documents through the form on this page. After you request the service, we will email you the questionnaire and the list of documents.
How does our service work?
- Request the service.Fill out the form on this page.
- Receive the questionnaire.We email you a questionnaire in Spanish and the list of documents for your company.
- Send your information.Send back the questionnaire with copies of the year's documents.
- We prepare your payroll forms.We review the information and let you know if anything is missing.
- Review and approval.You review and approve the return before it is filed.
We prepare the return with the information and documents the company gives us. We confirm which form applies before we begin.
Costs
Our fees
Payments to the IRS
The IRS does not charge to file the forms. Payroll taxes are deposited directly with the IRS and are not part of our fees.
Frequently asked questions
How often is Form 941 filed?
Every quarter, by the last day of the month after the quarter: April 30, July 31, October 31, and January 31.
Is depositing the taxes the same as filing the form?
No. Deposits are made during the year on your business's schedule (monthly or semiweekly), and you still must file Forms 941 and 940.
What is Form 940?
It is the annual report of the federal unemployment tax (FUTA) that the employer pays. It is due January 31 of the following year.
What about the Texas unemployment tax?
It is a separate state tax, reported each quarter to the Texas Workforce Commission (TWC). This service covers federal Forms 941 and 940; let us know if you also have questions about the Texas report.
Official sources
Ge Chanfon Services LLC provides document preparation and administrative assistance services. We are not a law firm and do not provide legal advice. Approval of any application is decided by the appropriate government agency.