Table of Contents
- What Is the Purpose of Form 945-X?
- Where Can You Get Help?
- When Should You File Form 945-X?
- Is There a Deadline for Filing Form 945-X?
- Where Should You File Form 945-X?
- How Should You Complete Form 945-X?
- Overview of the Process
Use Form 945-X to correct administrative errors only on a previously filed Form 945. An administrative error occurs if the federal income tax (including backup withholding) you reported on Form 945 is not the amount you actually withheld from payees. For example, if the total federal income tax you actually withheld was incorrectly reported on Form 945 due to a mathematical or transposition error, this would be an administrative error.
Use Form 843, Claim for Refund and Request for Abatement, to request a refund or abatement of assessed interest or penalties.
Do not request abatement of assessed interest or penalties on Form 945 or
When you discover an error on a previously filed Form 945, you must:
Correct that error using Form 945-X,
File a separate Form 945-X for each Form 945 that you are correcting, and
File Form 945-X separately. Do not file Form 945-X with Form 945.
Report the correction of underreported and overreported amounts for the same year on a single Form 945-X, unless you are requesting a refund or abatement. If you are requesting a refund or abatement, file one Form 945-X correcting the underreported amounts and a second Form 945-X correcting the overreported amounts.
You will use the adjustment process if you underreported tax and are making a payment, or if you overreported tax and will be applying the credit to Form 945 for the period during which you file Form 945-X. However, see the Caution under Is There a Deadline for Filing Form 945-X, later, if you are correcting overreported amounts during the last 90 days of a period of limitations. You will use the claim process if you overreported tax and are requesting a refund or abatement of the overreported amount. Follow the chart on page 7 for help in choosing whether to use the adjustment process or the claim process.
Be sure to give us a detailed explanation on line 7 for each correction that you show on Form 945-X.
For help filing Form 945-X or for questions about withheld federal income tax and tax corrections, you can:
Call the IRS toll-free at 1-800-829-4933 (TTY/TDD for the hearing impaired at 1-800-829-4059),
Visit IRS.gov and enter the keywords Correcting Employment Taxes, or
See Pub. 15 (Circular E), Employer's Tax Guide.
See also How Can You Order Forms and Publications from the IRS, later.
File Form 945-X when you discover an administrative error on a previously filed Form 945.
However, if your only errors on Form 945 relate to federal tax liabilities reported on your Monthly Summary of Federal Tax Liability on Form 945 or on Form 945-A, Annual Record of Federal Tax Liability, do not file Form 945-X. For more information about correcting federal tax liabilities reported on your Monthly Summary of Federal Tax Liability on Form 945 or on Form 945-A, see the Form 945-A instructions.
Example—You owe tax.
On February 6, 2012, you discover that you underreported $10,000 of federal income tax actually withheld on your 2011 Form 945 due to a mathematical error. File Form 945-X and pay the amount you owe by January 31, 2013, because you discovered the error in 2012 and January 31, 2013, is the due date for that year. If you file Form 945-X before January 31, 2013, pay the amount you owe when you file.
Example—You want your credit applied to Form 945.
On May 1, 2012, you discover that you overreported $9,000 in backup withholding tax on your 2011 Form 945 due to a transposition error. You file Form 945-X on June 1, 2012. The IRS treats your credit as a tax deposit made on January 1, 2012. When you file your 2012 Form 945, include the amount from line 5 of Form 945-X on line 4 (“Total deposits”) of your 2012 Form 945.
Generally, you may correct overreported taxes on a previously filed Form 945 if you file Form 945-X within 3 years of the date Form 945 was filed or 2 years from the date you paid the tax reported on Form 945, whichever is later. You may correct underreported taxes on a previously filed Form 945 if you file Form 945-X within 3 years of the date the Form 945 was filed. We call each of these time frames a “period of limitations.” For purposes of the period of limitations, Form 945 is considered filed on April 15 of the succeeding calendar year if filed before that date.
You filed your 2010 Form 945 on January 27, 2011, and payments were timely made. The IRS treats the return as if it were filed on April 15, 2011. On January 22, 2014, you discover that you overreported federal income tax withheld on that form by $10,000 due to a mathematical error. To correct the error, you must file Form 945-X by April 15, 2014, which is the end of the period of limitations, and use the claim process.
Send your completed Form 945-X to the Internal Revenue Service Center shown below.
|IF you are in . . .||THEN use this address . . .|
|Special filing addresses for exempt organizations; federal, state, and local governmental entities; and Indian tribal governmental entities; regardless of location||Department of the Treasury
Internal Revenue Service
Ogden, UT 84201-0042
|Connecticut, Delaware, District of Columbia, Georgia, Illinois, Indiana, Kentucky, Maine, Maryland, Massachusetts, Michigan, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, South Carolina, Tennessee, Vermont, Virginia, West Virginia, Wisconsin||Department of the Treasury
Internal Revenue Service
Cincinnati, OH 45999-0042
|Alabama, Alaska, Arizona, Arkansas, California, Colorado, Florida, Hawaii, Idaho, Iowa, Kansas, Louisiana, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Mexico, North Dakota, Oklahoma, Oregon, South Dakota, Texas, Utah, Washington, Wyoming||Department of the Treasury
Internal Revenue Service
Ogden, UT 84201-0042
|No legal residence or principal place of business in any state||Internal Revenue Service
P.O. Box 409101
Ogden, UT 84409
Use a separate Form 945-X for each Form 945 that you are correcting. For example, if you found errors on your Forms 945 for 2010 and 2011, file one Form 945-X to correct the 2010 Form 945. File a second Form 945-X to correct the 2011 Form 945.
Enter your EIN, name, and address in the spaces provided. Also enter your name and EIN on the top of page 2 and on any attachments. If your address has changed since you filed your Form 945, enter the corrected information and the IRS will update your address of record.
In the box at the top of page 1 of Form 945-X, enter the calendar year of the Form 945 you are correcting. Enter the calendar year on page 2. Be sure to write your name, EIN, Form 945-X, and calendar year on the top of any attachments.
You must enter the date you discovered errors. If you are reporting several errors you discovered at different times, enter the earliest date you discovered them here. On line 7, report any subsequent dates and related errors.
You must provide all of the information requested at the top of page 1 of Form 945-X. You must check one box (but not both) in Part 1. In Part 2, if any line does not apply, leave it blank. Complete Parts 3 and 4 as instructed.
Form 945-X uses negative numbers to show reductions in tax (credits) and positive numbers to show additional tax (amounts you owe).
When reporting a negative amount in column 3, use a minus sign instead of parentheses. For example, enter “-10.59” instead of “(10.59).” However, if you are completing the return on your computer and your software only allows you to use parentheses to report negative amounts, you may use them.
You can help the IRS process your Form 945-X timely and accurately if you follow these guidelines.
Type or print your entries.
Use Courier font (if possible) for all typed or computer-generated entries.
Omit dollar signs. You may use commas and decimal points, if desired. Enter dollar amounts to the left of any preprinted decimal point and cents to the right of it.
Always show an amount for cents. Do not round entries to whole dollars.
Complete both pages and sign Form 945-X on page 2.
Staple multiple sheets in the upper-left corner.
Generally, your correction of an underreported amount will not be subject to a failure-to-pay penalty, failure-to-deposit penalty, or interest if you:
File on time (by the due date of Form 945 for the year in which you discover the error),
Pay the amount shown on line 5 when you file Form 945-X,
Enter the date you discovered the error, and
Explain in detail the grounds and facts relied on to support the correction.
No correction will be eligible for interest-free treatment if any of the following apply.
The amounts underreported relate to an issue that was raised in an examination of a prior period.
You knowingly underreported your employment tax liability.
You received a notice and demand for payment.
The process to correct a previously filed Form 945 or file a claim for refund is outlined below.
If you underreported the tax actually withheld on a previously filed Form 945, check the box on line 1 and pay any additional amount you owe when you file Form 945-X. For details on how to make a payment, see the instructions for line 5, later.
Example—You underreported withheld income taxes.
On June 20, 2012, you discover an error that results in additional tax on your 2011 Form 945. File Form 945-X by January 31, 2013, and pay the amount you owe when you file. See When Should You File Form 945-X, earlier. Do not attach Form 945-X to your 2012 Form 945.
If you overreported the tax actually withheld on a previously filed Form 945, you may choose one of the following options.
Use the adjustment process. Check the box on line 1 to apply any credit (negative amount) from line 5 to Form 945 for the year during which you file Form 945-X.
Use the claim process. Check the box on line 2 to file a claim on Form 945-X requesting a refund or abatement of the amount shown on line 5.
Example—You want your overreported tax applied as a credit to Form 945.
On December 18, 2012, you discover you overreported your tax on your 2011 Form 945 and want to choose the adjustment process. To allow the IRS enough time to process the credit, you file Form 945-X on January 2, 2013, and take the credit on your 2013 Form 945.
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