How to File Form 941 as Taxpayer or Reporting Agent

Filing as a Taxpayer

Obtaining a PIN

To file the 941 as a Taxpayer, you must meet certain criteria. Taxpayers:

• File for themselves.
• File for only one EIN.
• Register and obtain a 10-digit PIN.
• Send a PIN application to obtain the PIN.

Taxpayers must register for a Personal Identification Number (PIN) that replaces their signature on the paper form. They use the PIN application form to register for this 10-digit PIN. The employer name under which they filed for an Employer Identification Number (EIN) must be used. PINs are valid for a specific employee in a specific company, and can take up to 45 days to be processed by the IRS.

A separate PIN is required for each person who will "sign" the 940, 941, 943 or 944 form. If at any time in the future a new person will be "signing" the 940, 941, 943 or 944 form for a particular EIN, a new PIN will be required for the new signature.

To update a PIN, fax or mail a letter on company letterhead to the Cincinnati e-help Desk informing them of the change. An authorized person must sign this letter. The letter should include the EIN of the business, business name and address, name and title of the person signing the letter, and the name, title, and phone number of the previous authorized signer. The IRS will mail a letter to confirm the change and provide the new PIN.

The fax number is 877-477-0569.

The mailing address is:

• Internal Revenue Service
  Mail Stop 2701
  Cincinnati, OH  45999

To Apply for a Taxpayer PIN

1. Login to Yearli.
2. Click on Form Data Entry.
3. Select the current year from the Tax year drop down list.
4. Click on the PIN App link.
5. Enter the necessary company information and click the Apply button on the right.

Creating and E-Filing Form 941

Once the PIN has been obtained from the IRS, you can begin submitting 941 form electronically.

To do this:

1. Login to Yearli.
2. Click on Form Data Entry.
3. Select the current tax year from the Tax year drop down list.
4. Click on the 941.
5. Select the Payer or click on Add Payer.
6. Select the Quarter to be reported.
7. Click Next.
8. Enter the necessary information.
9. Save the form.
10. Click Finish.

For information about the Name Control see the Name Control for 941/944/940 Forms article or contact the IRS Name Control Assistance at 866-860-4259.

Filing as a Reporting Agent

Becoming a Reporting Agent

A Reporting Agent is an accounting service, franchiser, bank or other person who is authorized to prepare electronically a Form 941 for a taxpayer/employer. Reporting Agents sign all of the electronic returns they file with a single PIN signature. Reporting Agents may transmit their own returns, or may use the services of a third-party transmitter. To transmit forms, Reporting Agents must have an EFIN and a PIN. The five digit Reporting Agent PIN is different than the five digit practitioner PIN used for filing income tax returns (1040, 1120, 1065).

Reporting agents:

• File for others.
• File for multiple EINs.
• Must file Form 8655.
• Complete an online IRS registration: Become an authorized E-file Provider.
• Have a 5-digit PIN and 6-digit EFIN.

Creating and E-Filing Form 941

Once the PIN and EFIN have been obtained from the IRS, you can begin submitting 941 forms electronically.

To do this:

1. Login to Yearli.
2. Click on Form Data Entry.
3. Select the current year from the Tax Year drop down list.
4. Select 941.
5. Click on Start Form to the right of the payer name.
   • Click  Add Payer if entering a new payer.
6. Select the Filing Period.
7. Click Next.
8. Enter the necessary information.
9. Save the form.
10. Click Finish.