Form 941 is the Employer's Quarterly Federal Tax Return: the IRS form US employers file every quarter to report wages paid, federal income tax withheld and Social Security and Medicare tax. The IRS says it's due by the last day of the month after each quarter ends, so 30 April, 31 July, 31 October and 31 January.
If you've just taken on your first employee, this is the payroll form that never stops. Once you've filed your first 941, the IRS says you must file one every quarter, even when there's no tax to report, until you file a final return or an exception applies. The form reports the federal income tax, Social Security tax and Medicare tax you withheld from employees' paychecks, plus your own share of Social Security and Medicare.
The four quarterly deadlines
| Quarter | Months covered | Form 941 due |
|---|---|---|
| Q1 | January to March | 30 April |
| Q2 | April to June | 31 July |
| Q3 | July to September | 31 October |
| Q4 | October to December | 31 January |
Those dates come straight from the IRS rule: the last day of the month that follows the end of the quarter. If you've deposited every bit of tax on time and your liability is $2,500 or more in both the prior and current quarter, the IRS says the balance due on line 14 should be zero, because the tax has already gone in through deposits.
Who files a 941, and who doesn't
- Most employers with staff on payroll file Form 941 every quarter.
- Form 944 filers file once a year instead. The IRS says if you've been told to file Form 944, Employer's ANNUAL Federal Tax Return, don't file 941s quarterly. You can ask to switch between the two.
- Seasonal employers don't have to file for quarters when they paid no wages and so had no tax liability.
- Household workers: the Form 941 instructions say Social Security and Medicare taxes apply to household workers you pay $3,000 or more in cash wages in 2026.
You'll need an EIN before you can file. If you're still setting up, here's how to get an EIN for your business.
Paying with the return versus depositing
This is the part first-time employers often miss. Form 941 reports the tax; it isn't usually how you pay it. The IRS rules split employers into two groups:
| Your situation | What the IRS allows |
|---|---|
| Total tax on line 12 is less than $2,500 for the current or the prior quarter, and no $100,000 next-day deposit obligation arose | You can pay with the return |
| Not sure the current quarter will stay under $2,500 | Deposit under the monthly or semiweekly rules anyway, to avoid failure-to-deposit penalties |
| Line 12 is $2,500 or more for both the current and the prior quarter | You must deposit during the quarter |
If you do deposit, the lookback period decides your schedule. The IRS says employers who reported $50,000 or less in taxes during the lookback period are monthly schedule depositors; above $50,000, you're a semiweekly depositor. Deposits are made electronically through EFTPS (a free Treasury service), IRS Direct Pay or your IRS business tax account. The IRS notes EFTPS accepts same-day payments of $1 million or less if you submit them before 3:00 p.m.
The 2026 numbers that feed into a 941
- The Social Security wage base limit is $184,500. Stop paying Social Security tax on an employee's wages once their taxable wages and tips reach that figure for the year.
- There's no wage base limit for Medicare tax, so it carries on all year.
- You must withhold Additional Medicare Tax from wages above $200,000 paid to an employee in the calendar year.
- Election workers paid $2,500 or more in 2026 are covered by Social Security and Medicare.
All figures are the IRS's own, as of October 2026. Your payroll provider should already have them; it's worth checking the first pay run of each year uses the new wage base.
Made a mistake on a filed 941?
- Don't refile the 941. Use Form 941-X, Adjusted Employer's Quarterly Federal Tax Return or Claim for Refund.
- File the 941-X separately from your 941; you can file it electronically.
- If you're claiming a credit for qualified sick and family leave wages paid in 2026 for an earlier leave period, the IRS says file the 941 first, then the 941-X, or processing may be delayed.
- If your W-2 totals for the year don't match your four 941s, Schedule D (Form 941) is where certain discrepancies are explained.
Good small business payroll software files the 941 for you and can flag mismatches before they reach the IRS. If you're running payroll yourself with free payroll software, put the four due dates in your calendar today.
My verdict
Treat Form 941 as a quarterly report and deposits as the real deadline. Find out today whether you're a monthly or semiweekly depositor, set the four due dates in your diary, and file every quarter even when it's a zero. A missed 941 on a quiet quarter is the most avoidable penalty a small employer can get.
The amounts on that return start with the form each new hire completes, which our guide to the withholding form new hires fill in walks through.
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Frequently asked questions
When is Form 941 due?
By the last day of the month after the quarter ends: 30 April, 31 July, 31 October and 31 January.
Must I file Form 941 if I paid no wages?
Yes, once you've filed your first 941 you must file every quarter, unless you've filed a final return or an exception applies, such as being a seasonal employer with no wages that quarter.
Can I pay my payroll taxes with Form 941?
Only if your total tax is less than $2,500 for the current or prior quarter and you didn't have a $100,000 next-day deposit obligation.
What is the Social Security wage base for 2026?
The IRS Form 941 instructions give the 2026 Social Security wage base limit as $184,500. There's no limit for Medicare tax.
How do I correct a Form 941?
File Form 941-X separately from Form 941. It can be filed electronically.
When do I withhold Additional Medicare Tax?
The IRS says you must withhold Additional Medicare Tax from wages above $200,000 that you pay an employee in a calendar year.
How do I deposit payroll taxes?
Electronically, through EFTPS, IRS Direct Pay or your IRS business tax account.
What's the difference between Form 941 and Form 944?
Form 941 is quarterly. Form 944 is an annual return for employers the IRS has told to file it, and those employers don't file 941s.
