Generating the Quarterly 941

Note:  The following instructions are for generating the Quarterly 941 the first time for a particular quarter.  If needed, a 941 can be regenerated.

Steps to Regenerate the Quarterly 941

• From the Payroll screen, select the Government Reporting menu, Quarterly 941s, and Quarterly 941s.

• At the 941 Search screen listing all the Quarter Ending Dates for which there is data to be included on the Quarterly 941 (for Tax Year 2011 and greater), double-click on the Quarter Ending Date of the quarter for which to generate the 941.

Note:  All posted payroll calculation batches with a check date within the selected quarter will be included on the 941.  If applicable, the date the 941 was last generated (or regenerated) for the particular quarter appears in the Last Generated Date field.  The check date from the latest payroll calculation batch in the quarter appears in the Last Check Date field.  If applicable, the latest date for when a check was voided in the particular quarter appears in the Last Void Date field.  If there is an unposted payroll calculation batch with a check date in the particular quarter, a checkmark will appear in the Unposted Checks field; all payroll calculation batches must be updated before the 941 can be generated for that quarter.  If the 941 was electronically submitted for a particular quarter, a checkmark will appear in the Electronically Submitted field.  If a 941 that was previously electronically submitted and accepted was regenerated, a second line will appear for that particular quarter with a checkmark in the Regenerated After Electronic Submission field.

• A message may appear stating that the report has not been generated for the selected quarter; click Yes to continue generating the 941.

• Once the 941 has been generated, the Quarterly 941s screen will appear displaying the appropriate information for the specified year.

Note:  The Schedule B is also generated at this time if specified in the Payroll System File.  If the Schedule B has been generated, the Schedule B tab appears at the top of the screen along with the other tabs for the 941.

• If the Schedule B was generated with the Quarterly 941 and there is a negative amount included on the Schedule B (for example, from a voided check), a message will appear stating there is a negative amount; click OK and then edit the amounts as needed on the Schedule B in order to remove the negative amount and account for that difference in the correct place.

• If necessary, make any corrections or additions.

Note:  If using Option 2 to record the EFTPS payment (see EFTPS Options), or if you write payee checks for the Federal taxes through Accounts Payable (instead of through Payroll), Box 13 will reflect the amount of taxes calculated for the payrolls in the quarter; verify and edit the amount as needed to be the actual amount paid during the quarter.

Steps to Edit the Quarterly 941

• Print the Quarterly 941.

Steps to Print the Quarterly 941

• If the system is set up to do so, electronically submit the Quarterly 941 to the IRS.

Steps to Submit the Quarterly 941 Electronically

• Only for school districts with multiple Federal IDs and logins for the same database, if a second Quarterly 941 needs to be generated for another federal ID and checking account, login with the correct login (for example, 9999B) and then generate that 941.