Steps
to Add a 941 Electronic Authorized Signer and Request PINNote: In order to electronically submit the 941 Form (and Schedule B Form, if applicable) to the IRS from within the Quarterly 941s option, first complete the 941 Electronic Authorized Signers/PIN Requests option to add an authorized signer and request a PIN.
Steps
to Add a 941 Electronic Authorized Signer and Request PIN
Tip: The Quarterly 941 cannot be electronically submitted until after the last day of the applicable quarter.
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 electronically submit the 941 to the Internal Revenue Service (IRS).
Tip: The Quarterly 941s for only the second quarter of 2021 and later are able to be submitted electronically from within the School Accounting System. The IRS only accepts electronic submissions for the current quarter and a quarter within the prior two years.
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; if needed, click Yes to continue generating the 941.
The Quarterly 941s screen will appear displaying the appropriate information for the specified year.
Click the Submit Electronic File to IRS tab.
Note: The Submit Electronic File to IRS tab will be disabled if there is not an active authorized signer defined within the 941 Electronic Authorized Signers/PIN Requests option, or if any of the boxes in Part 5 of the 941 for the Paid Preparer Use Only section are completed.
The name of the current authorized signer appears in the Name field and cannot be changed.
Enter the 10-digit PIN assigned by the IRS to the authorized signer in the PIN field.
Read the perjury statement and then click the Submit Electronic File to IRS button.
Note: 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 edit the 941 to resolve the negative numbers. The 941 cannot be submitted if the Schedule B contains negatives.
A message will appear stating the 941 has been submitted; click OK.
Click the X in the upper right-hand corner to close the Quarterly 941s screen.
The IRS will process the 941 submission, and once the results are ready, an alert will appear on the main Payroll screen. See below for examples of the alerts that may appear after the submission has been processed. (Tip: The MM/YYYY will be replaced with the quarter for which the file was submitted.)
Note: The processing time for the 941 submission typically takes several minutes. In order to see a new alert, the Payroll screen must be refreshed by closing the screen and then re-opening it, or clicking the Refresh Screen icon in the lower right-hand corner of the Payroll screen.
MM/YYYY Quarterly 941 Accepted by IRS - indicates the 941 submission was processed successfully without any errors. To view the details for the accepted 941 submission, click the alert which will open the Quarterly 941s screen for the applicable quarter, and then click the IRS Submissions tab. The submission appears in the IRS Submissions List with Accepted as the Submission Status. No further action is needed. The alert will no longer display after closing the Quarterly 941s screen and refreshing the Payroll screen, or after 30 days if either the alert or the Quarterly 941s option is not selected.
MM/YYYY Quarterly 941 Rejected by IRS - indicates there were errors found with the submission by the IRS and corrections need to be submitted. To view the details for the submission, click the alert which will open the Quarterly 941s screen for the applicable quarter, and then click the IRS Submissions tab. The submission appears in the IRS Submissions List with Rejected as the Submission Status and the errors for the submission display in the Submission Errors List. Make the appropriate changes to resolve the errors, and then repeat the steps to submit the 941 electronically. The alert will no longer display after submitting a corrected file and refreshing the Payroll screen, or after 90 days if a corrected file is not resubmitted.