You'll need to:
- Secure a completed Form W-4, Employee's Withholding Allowance Certificate from each employee to know how much federal income tax to withhold from your employee's wages.
- Use Publication 15, (Circular E), Employer's Tax Guide and Publication 15-A, Employer's Supplemental Tax Guide to determine the amount of withholding and the directions on depositing the withheld amounts and other employment taxes. Also, refer to Form 941, Employer's QUARTERLY Federal Tax Return and the Instructions for Form 941, or Form 944, Employer's ANNUAL Federal Tax Return and the Instructions for Form 944.
Generally, employers are required to file Forms 941 quarterly. However, some small employers (those whose annual liability for social security, Medicare, and withheld federal income taxes is $1,000 or less for the year) may file Form 944, Employer's ANNUAL Federal Tax Return annually instead of Forms 941. See the Instructions for Form 944 for more information. Employers are required to file Form 940, Employer's Annual Federal Unemployment (FUTA) Tax Return annually. See Topic 759 for more information about Form 940. Employers must also file a Form W-2, Wage and Tax Statement annually for each employee along with a Form W-3, Transmittal of Wage and Tax Statements, and furnish a copy of the Form W-2 to the employee.
Monthly or semiweekly deposits may be required for taxes reported on Form 941 (or Form 944), and quarterly deposits may be required for taxes reported on Form 940. Employers should consult each form’s instructions or Publication 15 to determine when and how to make deposits.
The Modernized e-File (MeF) for Employment Taxes page offers an improved way to file Forms 940, 941, and 944 electronically. Prospective participants must first complete and submit an IRS e-file application. You can complete the IRS e-file application online after registering for e-services.