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Training Tidbit: Am I able to file the Quarterly 941 electronically to the IRS?

Yes, with the changes included in a recent update, the Quarterly 941 can now be submitted electronically to the IRS from within the School Accounting System if desired.  In order to electronically submit the 941 form (and Schedule B form, if applicable) to the IRS, complete the steps below:

  • Complete the 941 Electronic Authorized Signers/PIN Requests option (accessed under the Government Reporting menu in Payroll) to add an authorized signer and request a PIN.
  • Once the request has been accepted by the IRS, the IRS will mail the PIN to the authorized signer, which can take up to 45 days to receive.
  • After the PIN is received, the authorized signer must sign the statement of receipt and return it within 10 business days from the date of the letter.
  • Then activate the authorized signer within the 941 Electronic Authorized Signers/PIN Requests option in Payroll.
  • Once the IRS receives the signed statement of receipt, then the 941 form (and Schedule B form, if applicable) can be electronically submitted by completing the Submit Electronic File to IRS tab (screen) within the Quarterly 941s option.

For more detailed instructions on adding an authorized signer and submitting the 941 electronically, refer to the Adding a 941 Electronic Authorized Signer and Requesting PIN and Submitting the Quarterly 941 Electronically topics in the Help File.

Note:  There can only be one active authorized signer for an organization; if needed, deactivate the current authorized signer before adding a new one (refer to the Inactivating a 941 Electronic Authorized Signer topic in the Help File for details).  Also, keep in mind, a PIN is assigned specifically to an organization (federal ID), so if a person works at multiple organizations, he/she must be added as an authorized signer at each organization and request a separate PIN for each.