Screenshot of IRS Form 941 PDF in PDF Expert on MacIf you’re a business or a non-profit based in the US and you have employees working for you on your payroll, then you are also responsible for withholding their federal income taxes and other taxes that are applicable on the employee’s monthly salary in compliance with IRS policies, such as the Social Security and Medicare tax for 2023. The IRS Form 941 for 2023, officially titled as “Employer’s QUARTERLY Federal Tax Return” is used to file and report the total amount of tax an employer withholds from employees.

As the name suggests, the IRS Form 941 is a quarterly form, so you have to prepare and submit this form to the IRS four times a year.

When do I need the IRS 941 Form?

You will need to file Form 941 if you’re a business owner based in the US and have employees on your payroll and make monthly payments to. The IRS Form 941 is needed to report the tax withholdings to the IRS.

If you are an employee who is employed by a business, you do not need to worry about the IRS Form 941. Instead, make sure that you complete all formalities with IRS Form W4.

What are the due dates of IRS form 941 for 2023?

The IRS Form 941 is a quarterly form, i.e. this form has to be filed and submitted to the IRS four times a year. For 2023, the form 941 due dates are on the last day of the months of April, July, October and January. You must submit the form to IRS by the the last day of the month that follows the end of the quarter. Thus, your tax withholdings from January to March must be reported by April 30th; similarly, your numbers from April to June must be reported by 31st July, and so on.

How to fill in Form 941 on Mac?

Follow these instructions to fill out Form 941 on Mac:

  1. Download the IRS Form 941 from here.
  2. Install PDF Expert on your Mac and open the downloaded form.
  3. Prepare all the documents and information you will need: business address and employer's identification number or EIN, number of employees, total wages you paid, Taxable Social Security and Medicare wages, the sum of federal income taxes, Social Security tax and Medicare tax withheld from employees’ wages this quarter, and employment tax deposits that you’ve already made for the quarter.
  4. Enter your own details in the Employer’s info box and choose which Quarter of 2023 you’re filing for.
  5. Carefully read Parts 1 to 4 and fill out the relevant info.
  6. Sign your name in Part 5 of the form.
  7. Save the form, sign it and submit it to IRS.

Sample preview of how to fill 941 form

Sample preview of how to fill 941 form

Common mistakes to avoid while filling out IRS Form 941

Misspelling your own Employer Identification Number (EIN) or Trade Name will most likely result in your form 941 being rejected; so make sure the information is entered correctly.

Ensure that you pick the correct Quarter before check the correct box on the right. Remember, the due date of Form 941 is the last day of the month following the quarter. So if you’re filling out a form in July for the second quarter, it’s easy to get confused and mark option 3: July, August September, instead of the correct option, which is 2: April, May, June.

Make sure that you sign the form in Part 5. If you happen to submit the form without signing it first, your form will be rejected as it will be considered that it wasn’t you who sent the form. So you must sign the form before sending it. It isn’t merely a signature, but instead you are signing a declaration that what you’ve filled in the form is “true, correct, and complete.”

How does PDF Expert help with filling out tax forms?

PDF Expert is the best PDF editor for Mac with many fantastic features. PDF Expert makes it very easy to fill out your tax forms and save them for handy access later. It contains tools to let you quickly enter information or make corrections in PDF when needed. As the tax season approaches, make sure you download PDF Expert for some peace of mind.

Once again, make sure you provide accurate information on your IRS Form 941. If you are unsure of some items, always consult your financial adviser.

PDF Expert does not offer any tax advice, and it is strongly recommended that you seek consultation with a qualified tax expert concerning your specific tax inquiries. To the fullest extent permitted by law, PDF Expert presents this material on an “as-is” basis. PDF Expert hereby disclaims and makes no representation or warranty of any kind, whether express, implied, or statutory, including but not limited to representations, guarantees, or warranties, fitness for a particular purpose, or accuracy.