Form 941 Signature Options

What is Form 941?

Employers must file IRS Form 941, the Quarterly Federal Tax Return, to report federal income taxes withheld from employees and the employer's share of Social Security and Medicare (FICA) taxes. Form 941 must be submitted every quarter, with deadlines typically on the last day of the month following the end of the reporting quarter. Employers must file Form 941 by the deadline even if no taxes are due.

Signature Options

1. For Regular Employers:

Regular employers have two convenient methods to sign Form 941:

• 94x Online Signature PIN: Use the 94x Online Signature PIN for electronic signatures. This method provides a quick and efficient way to sign and submit Form 941 online. Employers without a 94x signature PIN can request one with Form 94x and e-file the Form 94x series with TaxZerone for FREE.
• Form 8453-EMP: Use Form 8453-EMP for electronic signatures. This involves filling out the form, acquiring signatures, and uploading it for submission.

2. For CPAs Filing on Behalf of Employers:

CPAs representing employers can sign Form 941 using these methods:

• Form 8453-EMP: CPAs will electronically sign and file Form 941 on behalf of their clients. The employer’s signature is also needed. Follow these steps:
1. By e-Sign using (ZeroneVault):
1. Enter your details and the client's (taxpayer's) signature details into Part II of Form 8453-EMP. Verify the signed form before sending it to your client.
2. Invite your client to ZeroneVault to e-sign Form 8453-EMP securely. The client can access and e-sign the form using the portal.
3. An invitation email will be sent to your client. They can accept the invitation and sign in to the portal to e-sign Form 8453-EMP.
4. Click the 'Refresh' button once your client has signed Form 8453-EMP.
1. By Email:
1. Enter your details and the client's (taxpayer's) signature details into Part II of Form 8453-EMP. Verify the signed form before sending it to your client.
2. The signed Form 8453-EMP will be sent to your client. They can download, print, sign it, and send it back to you.
3. Upload the signed Form 8453-EMP from your client.
1. Already have a signed copy?
• Upload the signed Form 8453-EMP if you already have a copy signed by both you and your client.

3. For Electronic Return Originators (EROs):

EROs handling Form 941 submissions will use Form 8879-EMP for electronic signing. Here are the ways to sign:

• By e-Sign using (ZeroneVault):
1. Enter your details and the client's (taxpayer's) signature details into Part II of Form 8879-EMP. Verify the signed form before sending it to your client.
2. Invite your client to ZeroneVault to e-sign Form 8879-EMP securely. The client can access and e-sign the form using the portal.
3. An invitation email will be sent to your client. They can accept the invitation and sign in to the portal to e-sign Form 8879-EMP.
4. Click the 'Refresh' button once your client has signed Form 8879-EMP.

• By Email:
1. Enter your details and the client's (taxpayer's) signature details into Part II of Form 8879-EMP. Verify the signed form before sending it to your client.
2. The signed Form 8879-EMP will be sent to your client. They can download, print, sign it, and send it back to you.
3. Upload the signed Form 8879-EMP from your client.

• Already have a signed copy?
• Upload the signed Form 8879-EMP if you already have a copy signed by both you and your client.

4. For Reporting Agents:

Reporting agents have two options for electronically signing employment tax returns:

• Reporting Agent PIN: Reporting agents can use the Reporting Agent PIN to sign employment tax returns electronically. This method provides a secure and quick way to sign and submit forms electronically.

Even with this authorization, you are responsible for submitting all forms and deposits on time. You remain accountable if the reporting agency fails to submit a deposit on time. Signing up for the Electronic Federal Tax Payment System (EFTPS) allows you to verify deposits made on your behalf when you log in to your account.

Optimize Your Form 941 Filing

By understanding these options, you can streamline the process of signing and submitting Form 941, ensuring compliance with IRS regulations.