941 Quarterly Federal Tax Return - Employer Setup

Use the 941 Quarterly Federal Tax Return - Employer Setup page to register and maintain employer information required for Form 941 processing. It captures essential employer identification (EIN, name, and address), operational settings (deposit schedule and pay groups), and foreign address information. You must complete this setup before any 941 data can be loaded or processed for an employer. The information entered here automatically populates the Employer tab on each quarterly 941 return and controls the formatting of Part 2 deposit reporting. Organizations can set up multiple employers, each with its own configuration, making it suitable for organizations with multiple legal entities.

On the 941 Quarterly Federal Tax Return page, select Employer Setup.
- To add a record, select Add new. Refer to the Field descriptions, enter valid information, and select Accept.
- To edit a record, select the record and select Accept. Update the information and select Accept.
- To delete, select the record and select Delete. Select Yes.

Field descriptions

The following table describes the fields on the 941 Quarterly Federal Tax Return - Employer Setup page.

Field	Description
Employer Federal Tax ID	The nine-digit Employer Identification Number (EIN). The ID is automatically formatted. If you have more than one EIN, create separate records for each. The format is ##-#######.
Employer Name	The legal name of the business as registered with the IRS. The limit is 30 characters.
Trade Name	The "Doing Business As" (DBA) name if different from the legal name. The limit is 30 characters.
Address	The first and second lines of the employer's address. The limit for each line is 35 characters.
City	The employer's city. The limit is 22 characters.
State	The employer's state. The field is not required if Foreign Address is selected.
Zip Code	The employer's zip code. The accepted formats are: The five-digit zip code The zip code with extension (99999-9999) The limit is 10 characters. The field is not required if Foreign Address is selected.
Foreign Address	Indicates whether the address is outside of the U.S. The State and Zip Code fields are not required if this option is selected.
Foreign Country Code	The foreign country code. The limit is two characters. This field is required if Foreign Address is selected.
Foreign Province/County	The foreign province or county for the address. The limit is 22 characters. This field is required if Foreign Address is selected.
Foreign Postal Code	The foreign postal code for the address. The limit is 15 characters. This field is required if Foreign Address is selected.
Deposit Schedule	The employer's deposit schedule. Valid values: M - Monthly S - Semiweekly Employers with an annual tax liability of $50,000 or less should select M - Monthly. Employers with an annual tax liability of more than $50,000 should select S - Semiweekly. The default is M - Monthly.
Pay Groups	Select one or more pay groups associated with the employer’s Federal Tax ID. Select Check All to select all pay groups. If no pay groups are selected, all pay groups are included.