QuickBooks 940 Filing: Should You Print and Mail or Is Filing Online Enough?

If you are handling QuickBooks payroll, filing Form 940 correctly is a critical step for staying compliant with the IRS. Many users face confusion when QuickBooks indicates that Form 940 has been filed, yet the instructions suggest printing and mailing it. This raises the question: “Do I need to mail 940 after filing online?”

In this comprehensive guide, we’ll explain everything you need to know about QuickBooks Form 940 mailing requirements, online filing, and best practices to ensure compliance. We’ll also provide solutions if you encounter errors, and show how to get professional assistance at 844-753-8012.

What is Form 940?

Form 940, also known as the Employer’s Annual Federal Unemployment (FUTA) Tax Return, is used to report unemployment taxes paid to federal and state governments. Employers are responsible for filing this form annually to calculate and pay federal unemployment taxes.

Failing to file Form 940 correctly can lead to penalties, interest, and compliance issues with the IRS. QuickBooks Payroll simplifies the process, but understanding the instructions and filing requirements is essential.

QuickBooks 940 Filing: Online vs. Mail

QuickBooks Payroll allows you to file Form 940 electronically, which is convenient and reduces the risk of errors. However, the IRS instructions may sometimes suggest printing and mailing the form.

When QuickBooks Shows “Filed”

After submitting Form 940 through QuickBooks Online or QuickBooks Desktop Payroll, the system may show “Filed” in the payroll tax section. This means:

• QuickBooks successfully transmitted the form to the IRS electronically

• The IRS has received your submission digitally

• You do not necessarily need to mail the form, unless specifically required

Why Instructions Say to Mail

IRS instructions are standardized for all employers, including those who file manually. They often include wording like:

“Print this form and mail it to the IRS…”

This can create confusion for users who filed electronically. Essentially:

• Electronic filers: Usually do not need to mail a printed copy

• Manual filers: Must print and mail the form

For more clarity, the IRS provides 940 filing guidance on their official website.

Understanding the QuickBooks Form 940 Mailing Requirement

The QuickBooks Form 940 mailing requirement is straightforward:

• If you file electronically through QuickBooks Payroll, the submission is sent directly to the IRS, and mailing a paper copy is generally unnecessary.

• If you file manually or print the form from QuickBooks, you must mail it to the appropriate IRS address.

Pro Tip: Always verify your filing status in QuickBooks Payroll. Look for confirmation of successful submission.

Step-by-Step Guide: Filing Form 940 in QuickBooks Payroll

Here’s how to file Form 940 correctly:

Step 1: Access Payroll Tax Center

1. Open QuickBooks Desktop or Online Payroll

2. Go to Employees → Payroll Taxes and Forms → File Forms

3. Select Form 940 from the list

Step 2: Review Payroll Data

• Ensure all payroll tax amounts are accurate

• Confirm that FUTA tax payments and deposits are correct

• Double-check your employee payroll data

Step 3: Choose Filing Method

• File Electronically: QuickBooks transmits directly to the IRS

• File by Mail: Print the form and mail it to the IRS address listed in instructions

Step 4: Submit Form

• For electronic filing, click Submit and wait for confirmation

• For manual filing, print the form, sign it, and mail it to the IRS

Step 5: Save Confirmation

• Save the e-filing confirmation for your records

• Keep printed copies of mailed forms for at least 4 years for compliance purposes

QuickBooks Payroll 940 Filing Tips

1. Update QuickBooks Payroll: Always use the latest version to prevent errors.

2. Verify payroll data: Ensure FUTA tax amounts match your payroll reports.

3. Keep documentation: Save e-filing confirmations or mailed copies for compliance.

4. Check deadlines: Form 940 is generally due by January 31 of the following year.

5. Consult IRS guidance: The official IRS 940 filing guidance provides the latest rules.

Troubleshooting QuickBooks Form 940 Issues

Even with QuickBooks Payroll, some users encounter issues:

• Error submitting electronically: May indicate a connection problem or outdated software.

• Incorrect payroll tax amounts: Verify all payroll reports and FUTA payments.

• Conflicting filing instructions: Always rely on e-filing confirmation for electronic submissions.

For persistent issues, contact QuickBooks Payroll Support at 844-753-8012 for expert assistance.

QuickBooks 940 Instructions: What You Should Know

QuickBooks provides built-in guidance for filing Form 940. Key points include:

• Confirm the tax year on the form

• Verify employee wages subject to FUTA tax

• Check state unemployment credits to calculate net FUTA tax

• Choose the correct filing method (electronic or paper)

Following these instructions ensures accurate payroll tax reporting and compliance.

Conclusion

Filing Form 940 correctly is essential for payroll compliance. QuickBooks Payroll simplifies this process with electronic filing, but the IRS instructions may cause confusion about mailing paper forms.

Key Takeaways:

• If you file electronically through QuickBooks, you generally do not need to mail a printed copy.

• Always verify filing confirmation in QuickBooks Payroll.

• Keep e-filing records for compliance purposes.

• Call QuickBooks Payroll Support at 844-753-8012 for help with errors or filing questions.

By following the proper steps, understanding QuickBooks Form 940 mailing requirements, and using available support, you can ensure your payroll taxes are filed accurately and on time. 

Common Questions About Mailing Form 940 After Filing