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Intuit
2 helpful votes

E-pay 940 and 941/944 tax forms

Learn how to electronically file and pay 940, 941/944 forms in QuickBooks Desktop.

You can electronically file your 940, 941 and 944 forms in QuickBooks Desktop. We explain how.

What are the requirements?

Requirements to pay Federal 940, 941/944 through e-pay in QuickBooks Desktop:

Before you get started

Forgotten PIN or password

4-digit EFTPS PIN Call 1.800.555.4477 and the IRS will resend it to you by U.S. Mail. The IRS can schedule a payment for you in the meantime if you verify certain information. For security reasons, your PIN must be mailed; it can't be given to you over the phone.

Password See Update your EFTPS Internet Password

Other important information

  • IRS tax payments for $100K or more must be paid next day via the EFTPS site. (See also $100,000 Next-Day Deposit Rule for Federal 941/944/943)
  • The bank account you select in QuickBooks Desktop will be used to track your e-payments only. The actual bank account that will be debited by EFTPS for your tax payments depend on what you submitted to EFTPS upon your EFTPS enrollment.
  • The payment must be sent before 8PM EST, two banking days prior to the due date. If the agency is experiencing problems the submission may not reach them immediately. If it's past 8PM EST, two banking days prior to the due date, you can e-pay directly through the EFTPS website. Payments must be scheduled at least one calendar day before the tax due date by 8 PM EST to reach the IRS on time. (See EFTPS FAQ for more information.)

Set up scheduled e-payments

Change your payment method to e-payment. Follow these steps.

  1. Select Employees, then Payroll Center.
  2. In the Payroll Center, go to the Pay Liabilities tab. From the Other Activities list at the bottom, select Change Payment Method to open the QuickBooks Payroll Setup.
  3. Select Continue.
  4. Select a scheduled tax payment (Federal 940 or Federal 941/944). Select Edit.
  5. In the Payment (deposit) method options, select E-pay. Make sure that the payee and payment frequency is correct.
    Set up payment schedule for federal 941 944 and 943 in QuickBooks Payroll Center
  6. Select  Finish .
  7. Select the bank account where you want to track the scheduled tax payment in QuickBooks Desktop, select edit.
  8. Edit your bank account information if necessary and select  Finish. This will bring you back to the QuickBooks Payroll Setup.
  9. Select  Continue. This will show you the instructions to enroll to EFTPS. If you are e-paying your state tax payments, it will also include instructions to enroll to State Tax Agency. You may print and close the window.
  10. Click Finish Later.

If you get "The withdraw on date entered is not valid" error.

  1. Click OK in the error window.
  2. In the Liability Payment window, change the Withdraw On date to at least 1 business day in advance from the day you are sending the e-payment.

If you want to be debited a day after sending, we suggest that you contact IRS instead of using QuickBooks Desktop to process the payment.

Send your e-payment

Now that your payment is set up, you can send it.

  1. Select Employees, then Payroll Center.
  2. In the Pay Taxes & Other Liabilities section, select the liability you want to pay.
  3. Select the tax liability you want to pay. In the Payroll Center, select Pay Liabilities tab.
  4. Select the View/Pay button. This will open the liability check. If you've set up the scheduled tax payment for e-pay correctly, the E-payment option should be selected and the check should display a green lightning bolt that says Payroll Tax E-payment.

  5. Select the E-Pay button at the bottom. This displays the E-Pay Login screen.

    e-pay login in QuickBooks Payroll Center
  6. Enter the 4-digit EFTPS PIN twice, and the Internet password twice. Enter the contact phone number and verify or enter the email address.
  7. Click Submit.

Outcome

You will get an email to confirm the submission of your e-payment. To ensure that the payment or form is submitted to the agency in a timely manner, it's important to check the status of the e-payment or e-filed form after it's submitted. That way, you'll have time to handle any issues that may come up.

Processing times vary from agency to agency.

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