3.41.276 Form 941 and Schedule R SCRIPS Processing

Manual Transmittal

November 14, 2017

Purpose

(1) This transmits revised revision of IRM 3.41.276, OCR Scanning Operations - Form 941 and Schedule R SCRIPS Processing.

Material Changes

(1) IRM Title changed to Include the processing of Loose/Stand Alone Schedule R pages and the 943 Schedule R pages.

(2) Editorial and spelling corrections made throughout this IRM.

(3) IRM 3.41.276.1 Program Scope, added as required in IRM 1.11.2.2.5, Address Management and Internal Controls. All subsequent sections in the IRM were updated to reflect the addition.

(4) IRM 3.41.276.1.1 added/revised Background information moved from 3.41.276.2 All references throughout the IRM to the renumbered tridocs were updated.

(5) IRM 3.41.276.1.2 added/revised Authority information for this IRM moved from 3.41.276.3 All references throughout the IRM to the renumbered tridocs were updated.

(6) IRM 3.41.276.1.3 added/revised Roles and Responsibilities moved from 3.41.276.4 All references throughout the IRM to the renumbered tridocs were updated.

(7) IRM 3.41.276.1.4 added/revised Program Management and Review moved from 3.41.276.5 All references throughout the IRM to the renumbered tridocs were updated.

(8) IRM 3.41.276.1.5 added/revised Program Controls moved from 3.41.276.6 All references throughout the IRM to the renumbered tridocs were updated.

(9) IRM 3.41.276.1.6 added/revised Terms/Definitions/Acronyms moved from 3.41.276.7. The information in previous revisions display a glossary that was moved to IRM 3.41.276.1.6 and the remaining exhibits were renumbered accordingly. All references throughout the IRM to the renumbered tridocs were updated.

(10) IRM 3.41.276.2 added Stand-Alone Schedule R to the Introduction

(11) IRM 3.41.276.3 line (2) added Program Codes for Stand-Alone Schedule R

(12) IRM 3.41.276.4 Updated the references to the keystroke combinations to reflect the standard keyboard now used

(13) IRM 3.41.276.4(2) Updated the reference to the new location of the glossary in the instruction

(14) IRM 3.41.276.5 line (4) added instructions for deleting reports

(15) IRM 3.41.276.6 revised Scanner Operator instructions

(16) IRM 3.41.276.6.1 added line (3) and table to include instructions for Stand-Alone Schedule R Work Prioritization

(17) IRM 3.41.276.7 revised line 2 for form revision

(18) IRM 3.41.276.7(2) added reference to Form 8974

(19) IRM 3.41.276.7(2) added a new Note(refund/non/refund)

(20) IRM 3.41.276.7(3) removed lines e and f

(21) IRM 3.41.276.7(3) added a new Note (refund/non/refund)

(22) IRM 3.41.276.7(3) added reference to Form 8974

(23) IRM 3.41.276.7(6) added instructions for determining when documents may not be scannable

(24) IRM 3.41.276.8 added Form 941 to the title

(25) IRM 3.41.276.8(2) added an Exception to give instruction for landscape Schedule R

(26) IRM 3.41.276.8(3)(c)added a new Note concerning printed fax info

(27) IRM 3.41.276.8(3)(d) revised instruction for missing EIN on page 2, Schedule B, Schedule(s) R and also added Form 8974

(28) IRM 3.41.276.8(3) added reference to Form 8974 to line e

(29) IRM 3.41.276.8(3)(e) added instruction and a new Note for landscape Schedule R

(30) IRM 3.41.276.8(3)(f) revised instruction for repairing tears on form 941

(31) IRM 3.41.276.8(4) removed from the IF/THEN table all reference to Form 941-M (form has been obsolete since 2012)

(32) IRM 3.41.276.8(5) removed from the IF/THEN table all reference to Form 941-M (form has been obsolete since 2012)

(33) IRM 3.41.276.8(6) revised line 6 and removed bullet list

(34) IRM 3.41.276.10 Forms Identification-revised line 1 by combining lines 1 through 7

(35) IRM 3.41.276.10.1 updated the title of the tridoc to include Form 941

(36) IRM 3.41.276.10.2 updated the title of the tridoc to include Form 941

(37) IRM 3.41.276.10.2 added line 3 instruction concerning backwards documents

(38) IRM 3.41.276.10.2 removed second bullet

(39) IRM 3.41.276.10.3 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R FI QUICK START instructions

(40) IRM 3.41.276.10.4 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R FI Processing instructions

(41) IRM 3.41.276.11.1 updated the title of the tridoc to include Form 941

(42) IRM 3.41.276.11.1 (5) revised instructions to explain UW in OE from Image

(43) IRM 3.41.276.11.2 updated the title of the tridoc to include Form 941

(44) IRM 3.41.276.11.2 (1) line (e) revised Status Line description.

(45) IRM 3.41.276.11.3 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R OE from Image QUICK START instructions

(46) IRM 3.41.276.11.4 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R OE from Image Processing instructions

(47) IRM 3.41.276.11.5 updated the title of the tridoc to include Form 941

(48) IRM 3.41.276.11.5(4) updated the 3rd bullet to OE Paper

(49) IRM 3.41.276.11.6 updated the title of the tridoc to include Form 941

(50) IRM 3.41.276.11.5 (5) revised line 5 and removed bullet list

(51) IRM 3.41.276.11.5 (7) added new instruction for Form 8974

(52) IRM 3.41.276.11.6 (9) 4th bullet revised Status Line description.

(53) IRM 3.41.276.11.7 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R OE from Paper QUICK START instructions

(54) IRM 3.41.276.11.8 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R OE from Paper Processing instructions

(55) IRM 3.41.276.11.9 (1) line (b) corrected to say: If you answer “YES”

(56) IRM 3.41.276.11.9 line (2) updated OE Paper instructions to only include Tax Year 2009 and Prior removed bullets (d) through (g)

(57) IRM 3.41.276.11.9 added line (3) to OE Paper instructions for Tax Year 2010 and Subsequent the information was taken from bullets (d) through (g) removed from line (2)

(58) IRM 3.41.276.11.9 (1) added reference to Stand-Alone Schedule R

(59) IRM 3.41.276.12 moved line (2), the table and the bullet list to tridoc 3.41.276.12.2

(60) IRM 3.41.276.12.1 updated the title of the tridoc to include Form 941

(61) IRM 3.41.276.12.2 added entire tridoc to include 941 DV from Image Processing which includes the information removed from tridoc 3.41.276.12

(62) IRM 3.41.276.12.3 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R DV from Image QUICK START instructions

(63) IRM 3.41.276.12.4 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R DV from Image Processing instructions

(64) IRM 3.41.276.12.5 (1) added reference to Stand-Alone Schedule R

(65) IRM 3.41.276.12.5 (1) updated line (d) with correct function key

(66) IRM 3.41.276.12.5 (2) added reference to Stand-Alone Schedule R

(67) IRM 3.41.276.12.6 (1) line (b) added reference to Stand-Alone Schedule R

(68) IRM 3.41.276.13 (2) updated the 1st THEN box

(69) IRM 3.41.276.13 (6) updated the references to the keystroke combinations to reflect the standard keyboard now used and updated the 4th bullet with new form line numbers

(70) IRM 3.41.276.13.2 updated the title to include instructions for illegible EIN

(71) IRM 3.41.276.13.2 line (2) added to include instructions for illegible EIN

(72) IRM 3.41.276.13.5(1) updated the last description box in the table

(73) IRM 3.41.276.13.6 (3) updated the references to the keystroke combinations to reflect the standard keyboard now used

(74) IRM 3.41.276.13.6 (7) line (a) was removed

(75) IRM 3.41.276.13.6 (8) updated the date examples

(76) IRM 3.41.276.13.6 (9) added a Caution Note to state that. Fax and EEFax dates are NOT Valid IRS Received dates

(77) IRM 3.41.276.13.6 (10) incorrect instruction was removed to clarify that Fax and EEFax dates are NOT Valid IRS Received dates

(78) IRM 3.41.276.13.7 (1) removed tridoc message and updated instructions

(79) IRM 3.41.276.13.7 (2) updated the instructions to include more than one EIN present

(80) IRM 3.41.276.13.8 (9) removed instruction for Form 941-M (obsolete since 2012)

(81) IRM 3.41.276.13.9 (1) added additional poor quality image descriptions

(82) IRM 3.41.276.13.9 (2) instructions revised for when data cannot be determined and additional Note added for instruction

(83) IRM 3.41.276.13.10(2) updated the references to the keystroke combinations to reflect the standard keyboard now used

(84) IRM 3.41.276.13.10(3) line (d) updated instructions for Blank forms

(85) IRM 3.41.276.14 added reference to new Transcription Sheets added for Stand-Alone Schedule R processing

(86) IRM 3.41.276.16 (2) added new Note for Third Party Designee verification if both boxes checked

(87) IRM 3.41.276.16 (46) added validation/error message instructions for Stand-Alone Schedule R

(88) IRM 3.41.276.17 added the entire tridoc to include Form 943 with Schedule R and Stand-Alone Schedule R Pre Document Preparation instructions

(89) IRM 3.41.276.18(6) added new Note for routing work to be batched for ISRP

(90) IRM 3.41.276.18(8) added reference to Form 8974 to line (b)

(91) IRM 3.41.276.18(9) added reference to Form 8974 to line (a) and line (f)

(92) IRM 3.41.276.18(10)(b) added reference to Form 8974 to the 1st, 2nd and 3rd THEN boxes

(93) IRM 3.41.276.18(11) updated line (g) to reference Form 8974

(94) Exhibit 3.41.276-1 Form 941 Page 1 edits throughout the Exhibit

(95) Exhibit 3.41.276-1 added a Note to the ERS Action Codes field instructions

(96) Exhibit 3.41.276-2 updated the title to include all pages and schedules for form 941

(97) Exhibit 3.41.276-2 Form 941 Page 1 edits throughout the Exhibit

(98) Exhibit 3.41.276-2 Form 941 Page 1 added line (5) to the Instructions for Nbr of Emps (Line 1)

(99) Exhibit 3.41.276-2 Form 941, Schedule R revised entire Exhibit to update the references to the keystroke combinations to reflect the standard keyboard now used

(100) Exhibit 3.41.276-2 Form 941 Page 2 edits throughout the Exhibit

(101) Exhibit 3.41.276-2 Form 941, Schedule R and Continuation Sheet revised entire Exhibit to reflect form and column changes for the 2017 version of Schedule R

(102) Exhibit 3.41.276-3 Added entire Exhibit to include instructions for entering Stand-Alone Schedule R pages for Form 940, Form 941 and Form 943. All subsequent sections in the IRM were updated to reflect the addition.

(103) Exhibit 3.41.276-6 Function Key List updated various elements throughout the chart to reflect change in Function Key mapping to the new standard keyboard

(104) Exhibit 3.41.276-6 Updated the description for <F4>

(105) Exhibit 3.41.276-6 Updated the Key title for <Alt>-<X>

(106) Exhibit 3.41.276-6 added <Ctrl> -<Tab>

(107) Exhibit 3.41.276-6 added <Tab>

(108) Exhibit 3.41.276-9 Valid Characters- updates throughout the chart

(109) Reviewed and updated website addresses, legal references and IRM references, as necessary throughout this IRM

(110) Various editorial changes and updates to the current tax year were made throughout this IRM

(111) IPU 17U0694 issued 04-17-2017 IRM 3.41.276.16(5) (a) Pre-Document Preparation - added Vouchers and Instruction pages may be removed and destroyed to make the return perfect

(112) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.1 added Program Scope and Objectives

(113) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.2 added Background

(114) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.3 added Authority

(115) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.4 added Responsibilities or Roles and Responsibilities

(116) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.5 added Program Management and Review

(117) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.6 added Program Controls

(118) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.7 added Acronyms

(119) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.8 added Related Resources

(120) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.10 Program Codes - added Program Number 11208 it was removed in error, correcting IPU 17U0334

(121) IPU 17U0616 issued 04-03-2017 IRM 3.41.276.15 Batching - added Program Number 11208 it was removed in error, correcting IPU 17U0334

(122) IPU 17U0334 issued 02-21-2017 IRM 3.41.276.2(1) removed Program Number 11208 as it is no longer used for With-remit/Lockbox

(123) IPU 17U0334 issued 02-21-2017 IRM 3.41.276.7(1) removed Program Number 11208 as it is no longer used for With-remit/Lockbox

(124) IPU 17U0334 issued 02-21-2017 IRM 3.41.276.7(3) added future returns

Effect on Other Documents

IRM 3.41.276, dated February 10, 2017 (effective date February 10, 2017) is superseded. The following IRM Procedural Updates (IPUs), issued from February 21, 2017 through April 17, 2017, have been incorporated into this IRM: IPU 17U0334, 17U0616, and 17U0694.

Audience

Wage and Investment (W & I), Submission Processing Employees

Effective Date

(01-01-2018)

Linda J. Brown
Director, Submission Processing
Customer Accounts Services
Wage and Investment

Program Scope and Objectives

  1. Purpose: Daily processing of processable paper filed Form 941, Employer's Quarterly Federal Tax Return, Form 943 with Schedule R and Stand-Alone Schedule R on the Service Center Recognition/Image Processing System (SCRIPS) are covered in this IRM. This processing will convert the taxpayer data reported to electronic data records for further validations to be applied to determine if the employers return is acceptable to fulfill the filing requirement.

  2. Audience: The users of the IRM are Submission Processing Data Transcribers; Data Conversion Operation and their support staff which includes but is not limited to the following: peripheral scanner operators, clerks, leads and supervisors. These instructions apply to all campuses.

  3. Policy Owner: The Director of Submission Processing

  4. Program Owner: Paper Processing Branch, Mail Management/Data Conversion (an Organization within Submission Processing)

  5. Primary Stakeholders: Affected by these procedures or have input to the procedures which may include a change in work flow, additional duties, change in established time frames, and similar issues are:

    • Accounts Management (AM)

    • Small Business/Self Employed (SB/SE)

    • Chief Financial Officer (CFO)

    • Tax Payer Advocate (TAS)

    • Chief Counsel, Information Technology programmers

    • Statistics of Income (SOI)

    • Tax Exempt/Government Entities (TEGE)

    • Compliance Strategy and Policy and Operations Business Support

    • Office of Servicewide Penalties are affected by the completion of these data records to posting.

  6. Program Goals: This information is used to provide instruction for accurate transcription of data into the SCRIPS system. The Service Center Recognition Image Processing System (SCRIPS) utilizes character recognition and imaging technology to accumulate the IRP, ACA IRP, Form 94X and Schedule K-1 information for electronic transmission to master file. The returns are scanned and the data transferred electronically into the SCRIPS system.

Background

  1. Paper Form 941, Employer Quarterly Federal Tax Returns, are sent to the Service by filers to fulfill their requirement to file a quarterly tax return with the Service and provide their taxpayer identification number (TIN). The returns must be converted to an electronic data record for use by the Service. Input of data present and validation of the data records during conversion of these paper returns to electronic data records is required.

Authority

  1. Authority for these procedures is found in Title 26 of the United States Code (USC) or more commonly known as the Internal Revenue Code (IRC). The IRC has been amended by acts, public laws, treasury determinations, rules, and regulations such as the following:

    • The Protecting Americans from Tax Hikes (PATH) Act

    • Hiring Incentives to Restore Employment (HIRE) Act

    • Consolidated Appropriations Act (Extenders)

    • American Taxpayer Relief Act (ATRA)

    • Health Care and Education Reconciliation Act

    Note:

    The above list may not be all inclusive of the various updates to the IRC.

  2. All policy statements for Submission Processing are contained in IRM 1.2.12, Servicewide Policies and Authorities, Policy Statements for Submission Processing Activities:

    • Code sections which provide the IRS with the authority to issue levies.

    • Congressional Acts which outline additional authorities and responsibilities like the Tax Act of 1986.

    • Policy Statements that provide authority for the work being done.

Roles and Responsibilities

  1. The Operations manager is responsible for securing, assigning and providing training for the staff needed to perform the task required throughout this instruction.

  2. The Planning and Analysis Staff is responsible for providing feedback and support to local management to achieve and effectively monitor scheduled goals.

  3. The team manager/lead is responsible for and assigning, monitoring and controlling the work flow to accomplish timely completion of the tasks required throughout this IRM.

  4. The team employee is responsible for applying the instruction present to the assigned task on the SCRIPS system to accurately convert paper data to electronic data record for proper posting for use by the Service.

Program Management and Review

  1. Program Reports: Below are a list of reports to use to show receipts, production and inventory for the paper return to electronic data conversion process. These reports will be utilized to report and monitor daily and weekly status of the program to completeness.

    • IPS0083, Workstation Operator Statistics Program and Function Summary Report

    • IPS01119, Run Balance Report

    • IPS06440, Throughput Statistics Report

    • PCC 2240, Daily Production Report - Program Sequence

    • PCC 6040, SC WP&C Performance and Cost Report

    • PCC 6240, SC WP&C Program Analysis Report

    • PCB 0440, Daily Workload and Staff hours Schedule

    • PCB 0540, Weekly Workload and Staffing Schedule

  2. Program Effectiveness: Goals will be measured utilizing standard managerial reports by documents processed per hour and completion of each function compared to the established schedule for completion each week. Each functionality is expected to retain or exceed schedule prior to the program completion date stated in IRM 3.30.123, Work Planning and Control Processing Timeliness: Cycles, Criteria, and Critical Dates.

  3. Annual Review: Review the processes included in this manual annually to ensure accuracy and promote consistent tax administration. This may be included under responsibilities for a manager.

Program Controls

  1. Local reports may be utilized to establish additional information for maintaining daily program control. Local reports do not replace the established official reports and required production reporting.

Terms/Definitions/Acronyms

  1. The following are terms or acronyms utilized throughout this instruction.

    TERM DEFINITION
    Alpha Character A character (letter) of the alphabet.
    Alphanumeric Field A field that accepts both alpha and numeric characters.
    APO Army Post Office
    Application Refers to the system utilized for form type being processed (i.e., IRP, ACA-IRP, K-1s, 940s, 941s).
    BBTS Batch/Block Tracking System
    Block DLN The first 11 digits of 14 digit document locator number (DLN) which consists of a two digit file location code, tax class, two digit document type, three digit Julian day, three digit block number. Also see DLN.
    Capture The process of obtaining images of a document for character recognition and operator use.
    CCC Computer Conditions Codes
    Character Any symbol or alpha (special or numeric), which represents information.
    Character Recognition The process of converting information from paper images to digital data form.
    Cursor A vertical line showing the position where the next entry will be keyed in.
    Data Fields Those fields which do not include entity fields, e.g., on all documents listed such as: money amounts, dates, indicators, covered individuals, etc.
    DLN
    (Document Locator Number)
    A 14 digit document locator number which consists of a two digit file location code, tax class, two digit document type, three digit Julian day, three digit block number, two digit sequence number and a year digit. Also see Block DLN.
    DPO Diplomatic Post Office
    DV Data Validation
    EIN An employer identification number (a nine-digit number) typically identifies an entity such as a corporation, a trust, a nonprofit association, or a sole proprietor which resides on the business master file. Usually in NN-NNNNNNN format.
    Entity/Entity Fields The portion of the document which deals with TIN, name, and requests an address be present for the entries.
    Field Specific area provided for data entry.
    Flag A question mark used to designate an unrecognizable character, or an error within a field.
    File Location Code (FLC) A two digit number designed to represent the Service Center at which an action was taken on a taxpayer module. The action could be a transaction representing a return filing or subsequent compliance action.
    FPO Fleet Post Office
    Function Keys The upper row of keys on the SCRIPS keyboard. The function keys are <F1> through <F12>.
    Highlighting A three dimensional shadowing of a template field used to direct attention to the field. Used in OE to show the current cursor position. Used in DV to show the current cursor position, and also the current field containing an error.
    Image Strip A section of the true and complete image which is magnified and displayed above the template. The image strip displayed will be a magnified version of the corresponding field which is highlighted on the image.
    IRM Internal Revenue Manual
    Key Combination Keystroke commands which require two or more simultaneous key presses.

    Example:

    Press <Ctrl>-P or post-to-close means to press and hold the <Ctrl> key and then press the <P> key before releasing the <Ctrl>key.

    Menu A list of operations/options from which the workstation operator makes a selection.
    Message Window A window which appears within the main window. It usually appears in the center of the screen. The system uses these windows to relay messages to the operator.
    NABR Name and Address Block Reader compares the address captured from the scanner and the United States Postal Service database of addresses.
    Non-Conforming Form A form the scanner cannot recognize.
    Numeric Character A number ranging from 0 to 9. A digit.
    OE Original Entry
    PCD Program Completion Date
    Prompt A message or statement displayed that requires an operator response.
    ROFTL Record of Federal Tax Liability
    SCRIPS Service Center Recognition Image Processing System
    Sequence Number/ Serial Number (SN) A two digit number located at positions 12 and 13 within the DLN which uniquely identifies the document.
    Sight-Verify Examine a highlighted field in DV. If correct, release the field. If incorrect, correct the field. Also, called verify.
    Social Security Number (SSN) A nine digit number issued to an individual by the Social Security Administration. The IRS uses this number to process tax documents and returns. Usually in NNN-NN-NNNN format.
    Special Characters (symbols) *, &, /, -, %, #, ?, etc.

    Note:

    Ampersand "&" is not considered a special character in the name line entry.

    Status Line A strip of information found along the bottom right side of the main working window below the prompt area. Indicates the program number, DLN/SN, document count, and auto, Insert and Numeric indicators.
    Template A window which contains fields for data entry. The template mirrors the actual form layout, to the fullest extent possible.
    TIN Taxpayer Identification Number. Either an EIN or an SSN.
    Transmittal A Form 1332-SC, Block and Selection Record, Breaker Sheet.
    True and Complete Image The image the system displays for data entry or validation purposes. If available, the system will always display it on the left half of the monitor screen.
    Unit-of-Work (UW) A group of Form 941 containing one transmittal and one or more Form 941.

Related Resources

  1. The following table lists the IRM primary sources of guidance on the processing of paper filed Form 941, Employer's Quarterly Federal Tax Return.

    IRM Title Guidance on
    IRM 3.10.5 Campus Mail and Work Control - Batch/Block Tracking System (BBTS) utilizing BBTS to drop unit production cards for daily incoming receipts and production
    IRM 3.10.72 Campus Mail and Work Control - Receiving, Extracting, and Sorting receiving, extracting, sorting, and routing mail within the Submission Processing campuses
    IRM 3.10.73 Campus Mail and Work Control - Batching and Numbering batching and numbering with a document locator number (DLN) of documents
    IRM 3.11.13 Returns and Documents Analysis- Employment Tax Returns document perfection to code and edit (perfect) returns and other documents for input to the Master File (MF) through the Integrated Submission and Remittance Processing System (ISRP) or the Service Center Recognition Image Processing System (SCRIPS).
    IRM 3.41.274 OCR Scanning Operations, General Instructions for Processing via SCRIPS workstation functions, workstation keyboard, windows environment and general instruction for entering data for tax returns and related data through SCRIPS
    IRM 3.41.275 OCR Scanning Operations, Scanner Operations on SCRIPS scanning returns on SCRIPS
  2. Document 7071-A, Name Control Job Aid - For Use Outside of the Entity Area.

  3. The IRS adopted the Taxpayer Bill of Rights in June 2014. Employees are responsible for being familiar with and acting in accord with taxpayer rights. See IRC 7803(a)(3), and the following site for additional information about the Taxpayer Bill of Rights.

Introduction

  1. This chapter provides instructions for processing, Form 941, Employer's Quarterly Federal Tax Return, and Form 943 with Schedule R and Stand-Alone Schedule R through the Service Center Recognition Image Processing System (SCRIPS).

IRM Deviation

  1. Must be submitted in writing following instructions from IRM 1.11.2.2, Internal Revenue Manual (IRM) Process Standards, and elevated through appropriate channels for executive approval.

Local Desk Procedures Guidelines

  1. Some Submission Processing Campuses have developed local use Desk Procedures.

  2. Such procedures are only to be used:

    • To supplement existing Headquarters' procedures.

    • For local routing procedures.

  3. All existing local procedures must be reviewed by the Operations Manager or designated employee upon receipt of Information Alerts, Questions and Answers (Hot Topics) or a new IRM revision to ensure conformance with Headquarters Procedures.

  4. Unit managers must have a signed approval, on file, from the responsible Operations Manager for all Submission Processing Local Desk Procedures.

    Note:

    The signed approval must reflect the current processing year.

Program Codes

  1. The program codes listed below should be used when entering Forms 941 through SCRIPS:

    Forms Program Number Tax Class/Document codes Master File Tax (MFT)
    941 All other 11205 141 01
    941 Refunds 11206 141 01
    941 with Remit 11208 141 01
  2. The program codes listed below should be used when entering Form 943 with Schedule R or Loose/Stand-Alone Schedule R through SCRIPS:

    Forms Program Number Tax Class/Document codes
    Loose/Stand-Alone Schedule R 11620 900
    Form 943 with Schedule R 11621 900

How to Use This IRM

  1. Keystroke Combinations

    • Carets enclose simultaneous keystroke combinations.

      Example:

      <Enter>

    • A hyphen separates multiple keystroke combinations.

      Example:

      <Ctrl>-<P> . This means hold down the <Ctrl> key while pressing the "P" key

  2. Glossary: IRM 3.41.276.1.6, Terms/Definitions/Acronyms and Form 941, Employer's Quarterly Federal Tax Return, contains a glossary of terms related directly and indirectly to Form 941 SCRIPS processing.

  3. QUICK START: Each function (Original Entry(OE) from Paper, Data Validation (DV) from Image, OE from Image, etc.) begins with QUICK START instructions intended to speed access to a unit-of-work. Detailed data entry and validation instructions are found under IRM 3.41.276.13, General Correction Procedures, Form 941, Employer's Quarterly Federal Tax Return, and the tables and transcription sheet Exhibits in the back of the IRM. Also, general instructions may be found in IRM 3.41.274, General Instructions for Processing via SCRIPS.

  4. Tables

    • This IRM provides a table showing Street Abbreviations to be used first. See Exhibit 3.41.276-4, Street Abbreviations.

    • This IRM provides a major city code table. See Exhibit 3.41.276-5, Alphabetical Listing of Major City Codes.

  5. Transcription Sheets

    • Exhibit 3.41.276-1, Transcription Sheets (Miscellaneous), and Exhibit 3.41.276-2, Transcription Sheets (Form 941 Page 1, Page 2, Schedule B, Schedule R and Schedule R Continuation Sheet), contain transcription sheets for use in the OE and DV functions. These sheets provide most of the information needed to process Form 941 on SCRIPS.

    • Exhibit 3.41.276-3, Transcription Sheets (Form 943 with Schedule R and All Stand-Alone Schedule R), contain transcription sheets for use in the OE and DV functions. These sheets provide most of the information needed to process 943 Schedule R on SCRIPS.

    • Exhibit 3.41.276-9, Valid Characters, contains a list of valid characters. The list of valid characters describes the characters allowed in each field.

Purging Documents

  1. Once blocks/UWs of documents have been processed through SCRIPS and accepted by down-stream processing, the files containing the document images, ASCII data, and statistical information can be purged from the system. It is recommended that a purge be done two (2) weeks after the output date.

    Note:

    The only time you can purge documents prior to the 2 week period is if the system gets to 80% capacity or after notifying Headquarters.

  2. Only those blocks/UWs that are available for purge can be purged. The system keeps track of which blocks/UWs are available for purge and only allows you to purge those blocks/UWs. SCRIPS will not allow any blocks waiting for BBTS or the QR Block Summarization or flagged for Quality Review to be purged.

  3. Files containing reports must remain on the system for six weeks before they can be purged.

  4. Reports can be deleted after 7 days. If the 6 weeks is a business call, that is fine, but the reports can be deleted earlier.

  5. Additionally, Deleted documents and/or blocks/UWs are removed from the system when that particular form type is purged. For example, deleted 941 documents/UWs are removed when a Form 941 Block purge is performed. The remainder of the form types operate in the same manner.

  6. It should be noted, however, that for deleted documents/blocks/UWs to be removed from the system, a purge for that form type must be initiated and activated. If you open a purge window but do not select any blocks for purge, the deleted documents/blocks/UWs will not be removed. Documents/blocks/UWs will not be purged until the deletion has been appropriately reported.

Scanner Operator

  1. Refer to IRM 3.41.275.3.13.3, Scanner Operations on SCRIPS for more information.

Work Prioritization

  1. The system will automatically re-prioritize the work every time the cycle on the system changes.

  2. The system will automatically set the Unit Task Prioritization for Form 941 using the following criteria:

    Program Title Description
    11206 Refunds
    • Prior Cycle (cycle, batch, scan date/time),

    • Current Cycle (batch, scan date/time),

    • No Cycle (PCD) (batch, scan date/time),

    • Future Cycle (cycle, batch, scan date/timer)

    11205 All Other
    • Prior Cycle (cycle, batch, scan date/time),

    • Current Cycle (batch, scan date/time)

    11208 With Remit
    • Prior Cycle (cycle, batch, scan date/time),

    • Current Cycle (batch, scan date/time)

    11205 All Other No Cycle (PCD) (batch, scan date/time)
    11208 With Remit No Cycle (PCD) (batch, scan date/time)
    11205 All Other Future Cycle (cycle, batch, scan date/time)
    11208 With Remit Future Cycle (cycle, batch, scan date/time)

    Note:

    SCRIPS allows management to override the established Unit Task Priority.

  3. The system will automatically set the Unit Task Prioritization for Form 943 with Schedule R and Stand-Alone Schedule R using the following criteria:

    FORM
    Form 943 with Schedule R
    Stand-Alone 941 Schedule R
    Stand-Alone 940 Schedule R
    Stand-Alone 943 Schedule R

    Note:

    SCRIPS allows management to override the established Unit Task Priority.

Batching

  1. The following programs will be used to batch the Forms 941 for processing:

    Batch Type Description Program Number
    Perfect/Imperfect All Other 11205
    Perfect/Imperfect Refund 11206
    Perfect/Imperfect With Remit 11208
  2. Sort separately current quarter (current form revision), timely filed returns without attachments (Page 1, Page 2, Schedule B Schedule R , and Form 8974 only) and without extraneous writing (such as: "Final" , "Deceased" , "Out of Business" , etc.) on page 1 as "Perfect"

    1. Place returns in "stat" boxes or on batch carts.

    2. Establish batches on the Batch Block Tracking System (BBTS) with an estimated count. Allow the number of blocks for each batch to default to the BBTS calculation or enter "1" .

    3. The route to be used is 180, 550, 300, 500, 450, and, 610.

    Reminder:

    All returns with a Schedule R attached must be processed through SCRIPS. If unable to process using the image, they will need to be processed as OE Paper.

    Note:

    Returns with money amounts on both refund and balance due lines, batch as Non Refunds. Returns with money amounts on the balance due lines and the “Apply to next return” or “Send a refund” box is checked on the refund line, batch as Non Refund.

    Note:

    Returns missing page 1 or page 2 will be sorted as "Imperfect" .

  3. Sort separately current year delinquent returns, prior year returns, and future year returns without attachments (Page 1, Page 2, Schedule B , Schedule R and Form 8974, only) but with extraneous writing (such as" Final" , "Deceased" , "Out of Business" , etc.) on page 1 as "Imperfect" .

    1. Place approximately 80 returns into a gusset folder.

    2. Place gusset folder containing returns on a batch cart.

    3. Establish batches on BBTS with an estimated count. Allow the number of blocks for each batch to default to the BBTS calculation or enter "1" .

    4. The route to be used is 180, 210, 550, 300, 500, 450, and, 610.

      Note:

      Returns with money amounts on both refund and balance due lines, batch as Non Refunds. Returns with money amounts on the balance due lines and the “Apply to next return” or “Send a refund” box is checked on the refund line, batch as Non Refund.

    Note:

    At the Service Center’s option, all delinquent and prior quarter Forms 941 can be sorted and processed as "Imperfect"

  4. Sort current year, prior year (2005 revision or later and quarter ending 200503 and later), timely filed and delinquent returns with attachments as ""Imperfect " " .

    1. Place approximately 80 returns into a gusset folder.

    2. Place gusset folder containing returns on a batch cart.

    3. Establish batches on BBTS with an estimated count. Allow the number of blocks for each batch to default to the BBTS calculation or enter "1" .

    4. The route to be used is 180, 210, 550, 300, 500, 450, and, 610.

  5. Sort prior tax year (2004), prior year (2004) form revision, American Territories and International (foreign) forms to be processed via Integrated Submission and Remittance Processing (ISRP). Use Program 1120X.

    Note:

    International (foreign) returns are processed in Ogden Submission Processing Center (OSPC).

  6. Occasionally documents will not be scannable (writing too light or appears blank when imaged, tissue paper, oversized paper, improper layout, etc.) These documents should be processed as "OE Paper" :

    1. Sort return by form revision separately prior to batching.

      Example:

      Sort 2005 through 2008 revisions together; 2009 and 2010 revisions with lines 12a and 12b (COBRA) together; 201006 (2nd Quarter) through 201012 (4th Quarter) revisions with Lines 6a-6e and 12c-12e (HIRE) together; 2011 revisions together; 2012 revisions together; 2013 revisions together; 2014 without lines 12a-12b through 2016 revisions together; and 2017 revisions together).

    2. Clearly mark the BBTS transmittal "OE Paper" .

    3. Place approximately 80 returns into a gusset folder.

    4. Place gusset folder containing returns on a batch cart.

    5. Establish batches on BBTS with an estimated count. Allow the number of blocks for each batch to default to the BBTS calculation or enter "1" .

    6. The route to be used is 180, 210, 190, 300, 500, 450, and, 610.

Form 941 Pre-Document Preparation (Pre-Doc Prep)

  1. When preparing returns for scanning, the following are the only items that should be sent for scanning and in the order listed below:

    • Form 941, Page 1

    • Form 941, Page 2

    • Form 941, Schedule B

    • Form 941, Schedule(s) R

    • Form 941, Schedule(s) R Continuation Sheet

    • Form 8974, Qualified Small Business Payroll Tax Credit

    Note:

    There may be multiple Schedules R and Form 8974 attached to the return. All Schedules R and Form 8974 should be sent for scanning.

  2. When preparing Form 941 for the scanner, the critical area for repair is the right side of the 941. If preprinted information is present in the upper right corner (where the DLN will be printed), do not cover (band-aid) that information. The printer will print the DLN to the left of the information.

    Exception:

    Form Year 2017 and subsequent Schedule R and Schedule R Continuation Sheets are designed in landscape orientation, the critical area for repair on these forms is the left side of the schedule.

  3. The Pre-Doc Prep function is responsible for the following on all Form 941:

    1. Carefully removing all staples from the Form 941, if present. It is permissible to cut off the left corner of the return providing no identifying information is damaged or lost (for example: the return year, entity information, etc.).

    2. Line through any extraneous information located above the Form ID Code ( 9501, 950106, 950107, 950108, 9601, 960106, 960107, 960108, 960109, 960110, etc.) in the upper right corner of the return.

    3. Line out non-conforming Form ID numbers (for example: page 2 has a Form ID 950110 instead of 950210 or page 1 has a Form ID 950210 instead of 950110).

      Note:

      Printed Fax information located at the top of the page does not need to be lined through.

      CAUTION
      Do not use felt tip markers to line through information.
      Use black or blue ink pens .
    4. Write in the Full EIN if both the Name and EIN are missing on Page 2 (non-duplex), Schedule B, Schedule(s) R and/or Form 8974 in the EIN block, if not present. If the Name is present on Page 2, Schedule B, Schedule(s) R and/or Form 8974, write in only the last 4 digits of the EIN in the EIN block.

    5. Ensuring all pages are oriented in the correct direction and order (page 1, page 2, Schedule B, Schedule(s) R and/or Form 8974) to be scanned. The correct orientation for pages designed/printed in Portrait format is front facing with Form ID Code located in the UPPER RIGHT CORNER of the page. The correct orientation for pages designed/printed in Landscape format is front facing with Form ID Code located in the UPPER LEFT CORNER of the page.

      Note:

      2017 and later versions of the Schedule R are printed in landscape format. The correct direction or orientation of these Schedule R within a block or unit of work is directly behind the Form 941 or Form 941 Schedule B (both of which remain in portrait format) with the Form ID positioned in the UPPER LEFT CORNER of the form. The Form ID must be at the top of the page (based on orientation) as it goes through the scanner in order for the Schedule R pages to be recognized correctly.

    6. Repairing any rips, tears or large holes approximately 1 inch or larger on the RIGHT side of the Form 941 that may cause the scanner to jam.

  4. The Pre-Doc Prep function is responsible for the following when processing "Perfect" batches of Form 941s:

    IF THEN
    If the Return is an American Territory or contains a foreign address. Pull the return from the block and route to Code and Edit for processing via ISRP using local procedures.
    A refund [Line 15 (Line 13 on 2014-2016 and 2008 and prior revisions) contains a money amount, "Apply to next return" or "Send a refund" box is checked] is batched as a non-refund Pull the return from the non-refund batch and merge into a refund batch using local procedures.
    Line 13 (Line 15 on 2016 through 2009 revisions) contains a money amount “Apply to next return” or “Send a refund” box is checked and Line 12 contains a money amount Process as a Non Refund.
    Tax period is 200412 or prior Pull the return from the block and route to Code and Edit for perfection and processing via ISRP.
    Form is completely illegible, half page, damaged, etc. Pull the return from the block and merge into an "Imperfect" batch, using local procedures.

    Note:

    At the Service Center option these returns can be processed as "OE Paper" instead of "Imperfect" .

    The taxpayer completes the Form 941 information (entity and/or data) using orange, or pink ink Pull the return from the block and merge into an "Imperfect" batch, using local procedures.

    Note:

    At the Service Center option these returns can be processed as "OE Paper" instead of ""Imperfect" " .

    Taxpayer has handwritten information on page 1 such as "Disaster" , "Final" , "Deceased " , "Out of Business" , "3121 Agreement" , "Household Employer Agent" , "Choreworker" , etc. Pull the return from the block and route to Code and Edit for processing, using local procedures.

    Note:

    If statements like no payroll, no employees this quarter, or not table are notated on the return, DO NOT PULL THE RETURN, process as normal.

    Returns with an "X" or "/" through the entire page Pull the return from the block and route to Code and Edit for processing, using local procedures.
    The return does not contain a name and EIN

    Note:

    If the return contains either a name or EIN, continue processing.

    Pull the return from the block and route to Code and Edit for processing using local procedures.
    Returns missing Page 1 or Page 2 Pull the return from the block and route to Code and Edit for perfection and processing.
    Taxpayer used only Page 1 of a duplex (two sided) return and a separate Page 2 Pull the return from the block and merge into an "Imperfect" batch, using local procedures.
    The taxpayer used only Page 2 of a duplex (two sided) return and a separate Page 1 Pull the return from the block and merge into an "Imperfect" batch, using local procedures.
  5. The Pre-Doc Prep function is responsible for the following when processing "Imperfect" batches of Form 941:

    IF THEN
    If the return is an American Territory or the return contains a foreign address Pull the return from the block and route to Code and Edit for processing via ISRP using local procedures.
    A refund [Line 15 (Line 13 on 2014-2016 and 2008 and prior revisions) contains a money amount, "Apply to next return" or "Send a refund" box is checked] is batched as a non-refund
    • Pull the return from the non-refund batch and merge into a refund batch

    • Use local procedures.

    Tax period is 200412 or prior Pull the return from the block and route to Code and Edit for perfection and processing via ISRP.
    Form is completely illegible, half page, damaged, etc.
    • Repair and continue processing, if possible, otherwise,

    • Pull the return from the block and request it be processed as "OE Paper" ,

    • Use local procedures.

    The return does not contain a name and EIN

    Note:

    If the return contains either a name or EIN, continue processing.

    Pull the return from the block and route to Code and Edit for processing using local procedures.
    The taxpayer completes the Form 941 information (entity and/or data) using orange, or pink ink
    • Photocopy the return to allow processing through SCRIPS

    • Consider the original Form 941 as an attachment.

    Note:

    At the Service Center option these returns can be processed as "OE Paper" instead of photocopying.

    Returns with an "X" or "/" through the entire page The page with the "X" should be considered an attachment. If the entire return (Page 1, Page 2 and Schedule B) has an "X" or "/" , pull and route to Code and Edit for disposition.
    Return is missing Page 1 or page 2 Pull return from the block and route to Code and Edit for perfection.
    Taxpayer used only Page 1 of a duplex (two sided) return and a separate Page 2
    • Photocopy the original duplex Page 1,

    • line through (X) the duplex Page 1 and Page 2, this now becomes an attachment,

    • The photocopied Page 1 and the separate Page 2 (e.g., submitted by the taxpayer) will be sent for processing via SCRIPS.

    The taxpayer used only Page 2 of a duplex (two sided) return and a separate Page 1
    • Photo copy the original duplex Page 2,

    • line through (X) the duplex Page 1 and Page 2, this now becomes an attachment,

    • The photocopied Page 2 and the separate Page 1 (e.g., submitted by the taxpayer) will be sent for processing via SCRIPS.

    1. Stamp the attachment(s)/envelope and return (in the upper left margin) with the same sequence number. If there are multiple attachments, stamp the first attachment and staple it and the remaining attachments together. Vouchers and instruction pages may be removed and destroyed to make the return perfect.

    2. Place the attachment(s) and envelope in a colored folder at the back of the gusset folder for each block, maintaining sequential order.

    3. Insert a SCRIPS breaker sheet (for example: Form 1332 - SC, Block Selection Control Record SCRIPS) at the beginning of each gusset folder.

  6. During scanning, certain documents may reject because the submissions are invalid. The scanning function will route these submissions (documents) to the Pre-Doc Prep function for disposition. The Pre-Doc Prep function is responsible for re-batching the documents and returning them for scanning. When returns are missing pages (page 1 or page 2), route to Code and Edit for correspondence.

Workstation Operations

  1. Refer to IRM 3.41.274, General Instructions for Processing via SCRIPS, for a description of these and other items:

    • Keyboard Layout

    • Login/Logoff

    • Operator Statistics

    • Post-to-close

    • Interrupt/Resume

    • Suspend/Resume

    • Status Line

  2. Whenever IRM 3.41.274, General Instructions for Processing via SCRIPS, and this IRM conflict, this IRM will take precedence.

Forms Identification (FI) Function

  1. The scanner will not recognize all documents. These documents are called non-conforming forms. They range from photocopies of official documents and documents that might be official forms, but do not meet the official specification for measurement to homemade documents of varying formats. The Forms Identification (FI) function allows the workstation operator to identify the form to avoid rework at the scanner. The FI screen has an image on the left and an entry template on the right. The entry template permits the operator to select what form type the image is, to delete a single image or to delete an entire submission from further processing. The menus shown on the screen will vary depending on how your supervisor profiled you. For instance, if you are not profiled for the FI function, this option will not be present on the Original Entry (OE) Function Menu.

Form 941 Form Identification (FI) QUICK START

  1. From the Workstation Main Menu, select Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select Forms Identification Selection Menu.

  3. From the Forms Identification Selection Menu select 941 Forms Identification.

  4. The first group of images, from a Unit of Work (UW), requiring identification opens.

  5. If you need to stop FI:

    • Press the <Ctrl>-<P> key combination (post-to-close) to end FI after completing the current UW.

    • Press the <Ctrl>-<P> followed by <F9> to suspend the block immediately.

      Note:

      For a complete list of key functions, See Exhibit 3.41.276-6, Function Key List.

  6. The system returns you to the Forms Identification Selection Menu when you complete the last image in the UW.

Form 941 Form Identification (FI) Processing

  1. If you can identify the image, make the appropriate letter or number selection from the template.

    Menu Option Form Year Page Type
    A 2008 or Prior Page 1 Form Year
    B 2009, 2010 w/o Lines 6a-6e Page 1 Form Year
    C 2010 with Lines 6a-6e Page 1 Form Year
    D 2011 Page 1 Form Year
    E 2012 Page 1 Form Year
    F 2013 Page 1 Form Year
    G 2014 w/o 12a-12b,- -2016 Page 1 Form Year
    H 2017 or later Page 1 Form Year
    1 2012 or later w/o Deposit State Page 2 Form Year
    2 2011 or Prior Page 2 Form Year
    3 All Schedule B
    4 2017 or later Sch R page 1 Form Year
    5 2012 - 2014 Sch R page 1 Form Year
    6 2011 or prior Sch R page 1 Form Year
    7 2017 or later Sch R Cont. Form Year
    8 2012-2014 Sch R Cont. Form Year
    9 2011 or prior Sch R Cont. Form Year
    Q All 8974
    W All 1332 Breaker Sheet
    X All Remove

    Note:

    Form 8974 may display in FI Processing if Form ID is misread or the SCRIPS System is unable to recognize the form layout. However, Form 8974 will not present in OE or DV for any further processing.

  2. Always press the <Enter> key to complete a selection

  3. Some documents are scanned backwards. These will require research to determine exactly which document type the forms are. If you cannot identify the image,

    • Press <F9> to suspend the document for research.

    • If the image is unprocessable, press <X> to remove the document from further processing.

  4. Some unprocessable conditions are:

    • Not a Form 941

    • Form 941 revision 2004 or prior

  5. To end a session, press <Ctrl>-<P> key combination to set post-to-close. The system returns you to the Original Entry (OE) Selection Menu when you complete the last image in the UW.

Form 943 with Schedule R and Stand-Alone Schedule R Form Identification (FI) QUICK START

  1. From the Workstation Main Menu, select Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select Forms Identification Selection Menu.

  3. From the Forms Identification Selection Menu select Stand-Alone Schedule R Forms Identification.

  4. The first group of images, from a Unit of Work (UW), requiring identification opens.

  5. If you need to stop FI:

    • Press the <Ctrl>-<P> key combination (post-to-close) to end FI after completing the current UW.

    • Press the <Ctrl>-<P> followed by <F9> to suspend the block immediately.

      Note:

      For a complete list of key functions, See Exhibit 3.41.276-6, Function Key List.

Form 943 with Schedule R and Stand-Alone Schedule R Form Identification (FI) Processing

  1. If you can identify the image, make the appropriate letter or number selection from the template.

    Menu Option Page Type Form Year
    A 940 All
    B 940 Sch R page 1 2017 or later
    C 940 Sch R page 1 2012 or prior
    D 940 Sch R Cont. page 2017 or later
    E 940 Sch R Cont. page 2012 or prior
    F 941 All
    G 941 Sch R page 1 2017 or later
    H 941 Sch R page 1 2012-2014
    I 941 Sch R page 1 2011 or prior
    J 941 Sch R Cont. page 2017 or later
    K 941 Sch R Cont. page 2012-2014
    L 941 Sch R Cont. page 2011 or prior
    M 943 2017 or later
    N 943 Sch R page 1 2017 or later
    O 943 Sch R Cont. page 2017 or later
    X Remove All

    Note:

    Form 940, Form 941 and/or Form 943 may display in FI Processing if Form ID is misread or the SCRIPS System is unable to recognize the form layout. However, Form 940, Form 941 and/or Form 943 will not present in OE or DV for any further processing.

  2. Always press the <Enter> key to complete a selection

  3. Some documents are scanned backwards. These will require research to determine exactly which document type the forms are. If you cannot identify the image,

    • Press <F9> to suspend the document for research.

    • If the image is unprocessable, press <X> to remove the document from further processing.

  4. Some unprocessable conditions are:

    • Not a Form 940, Form 941 and/or Form 943

    • Not a Schedule R Page 1 or Schedule R Continuation page

    • 940 or 941 Schedule R with Tax Year or TaxQtr prior to 2010

    • 943 Schedule R with Tax Year prior to 2017

  5. To end a session, press <Ctrl>-<P> key combination to set post-to-close. The system returns you to the Original Entry (OE) Selection Menu when you complete the last image in the UW.

Original Entry (OE) Function

  1. The OE function is used to manually key enter data from both scanned images and from paper documents. The menus shown on the screen will vary depending on how your supervisor profiled you. For instance, if you are not profiled for the OE function, this option will be grayed on the Workstation Main Menu.

Form 941 Original Entry (OE) from Image QUICK START

  1. From the Workstation Main Menu, select Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select OE Image Selection Menu.

  3. From the OE Image Selection Menu, select 941 OE Image Selection Menu.

  4. From the 941 OE Image Selection Menu, select one of the following:

    • All 941s (1120X) OE Image

    • 941 Refunds (11206) OE Image

    • 941 All Other (11205) OE Image

    • 941 With Remit (11208) OE Image

  5. The first whole Unit-of-Work (UW), or first individual document (because an entire UW may not require OE from image) requiring OE opens. See Exhibit 3.41.276-1, Transcription Sheets (Miscellaneous).

    1. The scanned image of the document will display on the left side of the workstation screen.

    2. Data will be input in the specific field window, displayed on the right side of the workstation screen.

  6. If an incorrect option was selected, press the <Ctrl>-<P> key combination and then suspend this UW. Notify your supervisor.

  7. If the last data entered is not the last field of the page and there is no other data present on the page, press <F6> key to release a document and display the next template.

  8. Press the <Ctrl>-<P> key combination (post-to-close) to end OE from Image.

  9. The system will return you to the Original Entry (OE) Selection Menu when you complete the last document in the current UW.

Form 941 Original Entry (OE) from Image Processing

  1. The Status Line at the bottom of the screen displays the following information:

    1. The Program field will show one of the following:

      Program (Displayed) Description (Not Displayed)
      11205 Perfect/Imperfect - All Other
      11206 Perfect/Imperfect - Refunds
      11208 Perfect/Imperfect - With Remit
    2. The DLN field shows the DLN of the document being displayed.

    3. The SUB field shows the relative count of the document.

      Example:

      If it is the first document in a UW that contains 80 documents, the SUB field shows a count of "1 of 80" .

    4. The Pg field shows the relative count of the page of the document.

      Example:

      If it is 941 page 1, the Pg field will show "1 of 2" ; 941 page 2 will show as "2 of 2" .

    5. The Status Line shows "IN" when the insert mode is on and "Nu" when the numeric mode is on.

  2. In OE from image, you manually enter information into the template using a scanned image of the return as a source.

Form 943 with Schedule R and Stand-Alone Schedule R Original Entry (OE) from Image QUICK START

  1. From the Workstation Main Menu, select Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select OE Image Selection Menu.

  3. From the OE Image Selection Menu, select Stand-Alone Schedule R OE Image Selection Menu.

  4. From the Stand-Alone Schedule R OE Image Selection Menu, select one of the following:

    • All Schedule R OE Image

    • Form 943 With Schedule R OE Image

    • 940 Stand-Alone Schedule R OE Image

    • 941 Stand-Alone Schedule R OE Image

    • 943 Stand-Alone Schedule R OE Image

  5. The first whole Unit-of-Work (UW), or first individual document (because an entire UW may not require OE from image) requiring OE opens. See Exhibit 3.41.276-1, Transcription Sheets (Miscellaneous).

    1. The scanned image of the document will display on the left side of the workstation screen.

    2. Data will be input in the specific field window, displayed on the right side of the workstation screen.

  6. If an incorrect option was selected, press the <Ctrl>-<P> key combination and then suspend this UW. Notify your supervisor.

  7. If the last data entered is not the last field of the page and there is no other data present on the page, press <F6> key to release a document and display the next template.

  8. Press the <Ctrl>-<P> key combination (post-to-close) to end OE from Image.

  9. The system will return you to the Original Entry (OE) Selection Menu when you complete the last document in the current UW.

Form 943 with Schedule R and Stand-Alone Schedule R Original Entry (OE) from Image Processing

  1. The Status Line at the bottom of the screen displays the following information:

    1. The Program field will show the following:

      Program (Displayed) Description (Not Displayed)
      11620 Stand-Alone Schedule R
      11621 Form 943 with Schedule R
    2. The DLN field shows the DLN of the document being displayed.

    3. The SUB field shows the relative count of the document.

      Example:

      If it is the first document in a UW that contains 80 documents, the SUB field shows a count of "1 of 80" .

    4. The Pg field shows the relative count of the page of the document.

      Example:

      If it is Form 943 with Schedule R page 1, the Pg field will show "1 of 2" ; 943 Schedule R Continuation Page will show as "2 of 2" .

    5. The Status Line shows "IN" when the insert mode is on and "Nu" when the numeric mode is on.

  2. In OE from image, you manually enter information into the template using a scanned image of the return as a source.

Form 941 Original Entry (OE) from Paper QUICK START

  1. From the Workstation Main Menu, select Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select OE Paper Selection Menu.

  3. From the OE Paper Selection Menu, select 941 OE Paper Selection Menu.

  4. From the 941 OE Paper Selection Menu, select the form type:

    • 941 Refunds (11206) OE Paper

    • 941 All Other (11205) OE Paper

    • 941 With Remit (11208) OE Paper

  5. If the wrong program was selected and the first page of the first document has not been completed, press the <Esc> key to cancel the entry. A window will display asking "Are you sure you want to cancel the inserted document?" Answer "YES" to go back to the 941 OE Paper Selection Menu.

Form 941 Original Entry (OE) from Paper Processing

  1. In OE from Paper, the workstation operator will manually enter the information into the system and eliminate all transport processing.

  2. The reason a document is processed using OE Paper is because it cannot be scanned (oversized pages, tissue paper, writing too light, substitute forms, half pages, etc.)

  3. These documents should be batched separately and the BBTS Transmittal clearly marked as "OE Paper" .

  4. Once the workstation operator has successfully completed steps 1 through 4 per IRM 3.41.276.11.5, OE from Paper QUICK START, they will input the following information:

    • BBTS Number = The four digit Batch Number located in the upper right corner of the BBTS Transmittal.

    • Cycle Number = The last two digits of the Cycle located below the Batch No and Rel Date in the upper right corner of the BBTS Transmittal.

    • Tax Year = The Format year of the first document so the system can generate the correct template.

  5. A blank Form 941 template will be displayed for the first document in the block. You will input the information from the document starting with the DLN taken from the first document in the block. The DLN must contain 14 digits (for example: 29141027790013). When all fields have been input, press <F6> to get the next template.

    Note:

    OE Paper blocks must have a block number from 790 - 799 only.

  6. For Tax Periods 2010 and subsequent once you have input the Schedule B or pressed <F6>, a window will appear so you can select your process. The window is titled "Next Page Selection" and the options are:

    • Form 941

    • Schedule R

    • Schedule R Continuation

    • End Block

    Note:

    There can be multiple Schedules R or Schedules R Continuation pages attached to the Form 941. Continue to select the appropriate one until you have input all the information. You will not be able to input the Schedule R information if the tax period is prior to 2010.

  7. For Tax Periods 2017 and subsequent once you have input the Schedule B, Schedule R (if present)or pressed <F6>, a question window will appear that says "Form 8974 present?" . Press "Y" for Yes and "N" for No.

  8. If you select Form 941 you will then be asked for the next sequence number (located in the 12th and 13th position of the DLN) for each additional document input (01, 02, 03, etc.). A sequence number cannot be skipped or repeated.

    Note:

    If a document is mis-batched or cannot be transcribed, pull the last document in the block and re-number with the sequence number of the removed document.

  9. The Status Line at the bottom of the monitor screen contains the following information:

    • The Program field shows 11205 (All Other), 11206 (Refund) or 11208 (With-Remit).

    • The DLN field shows the DLN of the current document.

    • The SUB field shows the relative count of the document. The field will show "1 of 1" if this is the first document in the block. As each subsequent paper document is processed the count will increase to "2 of 2" , "3 of 3" , etc.

    • The Status Line shows "IN" when the insert mode is on and "Nu" when the numeric mode is on.

Form 943 with Schedule R and Stand-Alone Schedule R Original Entry (OE) from Paper QUICK START

  1. From the Workstation Main Menu, select Original Entry (OE).

  2. From the Original Entry (OE) Selection Menu, select OE Paper Selection Menu.

  3. From the OE Paper Selection Menu, select Stand-Alone Schedule R OE Paper Selection Menu,

  4. From the Stand-Alone Schedule R OE Paper Selection Menu, select the form type:

    • Form 943 With Schedule R OE Paper

    • 940 Stand-Alone Schedule R OE Paper

    • 941 Stand-Alone Schedule R OE Paper

    • 943 Stand-Alone Schedule R OE Paper

  5. If the wrong program was selected and the first page of the first document has not been completed, press the <Esc> key to cancel the entry. A window will display asking "Are you sure you want to cancel the inserted document?" Answer "YES" to go back to the Stand-Alone Schedule R OE Paper Selection Menu.

Form 943 with Schedule R and Stand-Alone Schedule R Original Entry (OE) from Paper Processing

  1. In OE from Paper, the workstation operator will manually enter the information into the system and eliminate all transport processing.

  2. The reason a document is processed using OE Paper is because it cannot be scanned (oversized pages, tissue paper, writing too light, substitute forms, half pages, etc.)

  3. These documents should be batched separately and the Transmittal clearly marked as "OE Paper" .

  4. Once the workstation operator has successfully completed steps 1 through 4 per IRM 3.41.276.11.5, OE from Paper QUICK START, they will input the following information:

    • Form Year = The Form Year of the first document so the system can generate the correct template.

  5. A window will appear to select your template. The window is titled "Next Page Selection" and the options are:

    • Schedule R Page 1

    • Schedule R Continuation

  6. Once the workstation operator makes a page type selection, a blank Schedule R Page 1 or Schedule R Continuation template will be displayed for the first document in the block.

  7. Write the DLN assigned by the system in the upper right-hand corner of the paper document (either the Schedule R Page 1 or the Schedule R Continuation Page).The system assigned DLN is shown in the DLN field of the Status Line.

    Reminder:

    Writing the DLN is necessary so that subsequent operators may retrieve the unit-of-work (UW).

    Exception:

    When starting a new UW for Form 943 with Schedule R the next prompt will be DLN. Enter the 14 digit DLN stamped on the parent form 943.

  8. Input the information from the document starting with the 2 digit Tax Year. When all fields have been input, press <F6> to get the next template.

  9. Once you have input the Schedule R or pressed <F6>, a window will appear so you can select your process. The window is titled "Next Page Selection" and the options are:

    • Current Schedule R Page 1

    • Current Schedule R Continuation

    • New Schedule R Page 1

    • New Schedule R Continuation

    • End Block

    Note:

    There can be multiple Schedules R or Schedules R Continuation pages. Continue to select the appropriate one until you have input all the information. You will not be able to input the Schedule R information if the tax period/tax year is prior to 2010 for any 941/940 Schedule R page.

  10. The Status Line at the bottom of the monitor screen contains the following information:

    • The Program field shows 11620(Stand-Alone Schedule R) or 11621 (943 with Schedule R).

    • The DLN field shows the DLN of the current document.

    • The SUB field shows the relative count of the document. The field will show "1 of 1" if this is the first document in the block. As each subsequent paper document is processed the count will increase to "2 of 2" , "3 of 3" , etc.

    • The Status Line shows "IN" when the insert mode is on and "Nu" when the numeric mode is on.

Releasing a Unit-of-Work in Original Entry (OE)

  1. For OE Image, when you release the last document in a unit-of-work (UW), a question will appear asking if you want to release the UW.

    1. If you answer "YES" to the question in the window and<Ctrl>-<P>has been pressed before releasing the UW, the OE Selection Menu will open.

    2. If you answer "YES" to the question in the window and<Ctrl>-<P> has not been pressed, another UW window will open.

    3. If you answer NO to the question in the window, the current block remains open for entry until you answer yes.

  2. For "OE Paper" , to end a block for Tax Year 2009 or prior, once the last document is input, press <F8> and answer the question Do you want to release this UW?.

    1. If you answer "NO" to the question window that opens, a template appears for additional Form 941 entry.

    2. If you answer "YES" to the question window, and <Ctrl>-<P> has not been pressed, a Form 941 template appears to begin a new UW.

    3. If you answer "YES" to the question window, and <Ctrl>-<P> has been pressed, the OE Selection Menu will open.

  3. For OE Paper, to end a block for Tax Year 2010 and subsequent:

    1. Press <Ctrl>-<P> (Post to close) while entering but before releasing the last document in the UW.

    2. Once the last document is input, press <F6> to bring up the Next Page. Selection Window. Select "End Block" option and answer yes to "Do you want to release this UW?" .

Selecting a Specific Unit-of-Work in Original Entry (OE)

  1. A specific Form 941, Form 943 with Schedule R or Stand-Alone Schedule R unit-of-work may be selected for OE by following these steps:

    1. From the OE Selection Menu, enter the numeric code for OE Select Block. The menus shown on the screen will vary depending on how your supervisor profiled you. For instance, if you are not profiled for the OE function, this option will not display on the menu.

    2. If an incorrect option is selected from the OE Selection menu, press the <Ctrl>-<P> key combination and then suspend the UW.

    3. From the Open Block/UW window, enter the first 11 - digits of the DLN from the Form 941.

    4. Press the <Enter> key.

    5. The designated UW opens. Enter data using the instructions found in Exhibit 3.41.276-1, Transcription Sheets (Miscellaneous), Exhibit 3.41.276-2Form 941 Page 1, Page 2, Schedule B, Schedule R and Schedule R Continuation Sheet, Exhibit 3.41.276-3, Form 943 With Schedule R and All Stand-Alone Schedule R.

Data Validation (DV) Function

  1. The DV function is used to manually correct data from scanned images. The menus shown on the screen will vary depending on how your supervisor profiled you. For instance, if you are not profiled for the DV function, this option will be grayed on the Workstation Main Menu.

Form 941 Data Validation (DV) from Image QUICK START

  1. From the Workstation Main Menu, select Data Validation (DV).

  2. From the Data Validation (DV) Selection menu, select DV Selection Menu.

  3. From DV Selection Menu select 941 DV Selection Menu.

  4. From the 941 DV Selection Menu select one of the following:

    • All 941s (1120x) DV

    • 941 Refunds (11206) DV

    • 941 All Others (11205) DV

    • 941 With Remit (11208) DV

  5. The first unit-of-work opens and the cursor stops at the first highlighted field.

  6. Press the <Ctrl>-<P> (post-to-close) key combination to end the current UW upon completion of DV from Image.

  7. The system will return you to the Data Validation (DV) Selection Menu when you release the last document.

Form 941 Data Validation (DV) from Image Processing

  1. The Status Line at the bottom of the screen displays the following information:

    1. The Program field will show one of the following:

      Program (Displayed) Description (Not Displayed)
      11205 Perfect/Imperfect - All Other
      11206 Perfect/Imperfect - Refunds
      11208 Perfect/Imperfect - With Remit
    2. The DLN field shows the DLN of the document being displayed.

    3. The SUB field shows the relative count of the document.

      Example:

      If it is the first document in a UW that contains 80 documents, the SUB field shows a count of "1 of 80" .

    4. The Pg field shows the relative count of the page of the document.

      Example:

      If it is 941 page 1, the Pg field will show "1 of 2" ; 941 page 2 will show as "2 of 2" .

    5. The Status Line shows "Au" when the automatic mode is on, "IN" when the insert mode is on, and "Nu" when the numeric mode is on.

    Note:

    Auto Indicator is a toggle that turns the Auto Mode on and off. When Auto is on, the cursor automatically moves from the current field to the next field requiring perfection. When Auto is off, the cursor manually moves through every field using the cursor movement keys. A Select Block or Suspended Block in DV will require the operator to restore the Auto On mode using <Ctrl>-<A>.

Form 943 with Schedule R and Stand-Alone Schedule R Data Validation (DV) from Image QUICK START

  1. From the Workstation Main Menu, select Data Validation (DV).

  2. From the Data Validation (DV) Selection menu, select DV Selection Menu.

  3. From DV Selection Menu select Stand-Alone Schedule R DV Selection Menu.

  4. From the Stand-Alone Schedule R DV Selection Menu select one of the following:

    • All Schedule R DV Image

    • Form 943 With Schedule R DV Image

    • 940 Stand-Alone Schedule R DV Image

    • 941 Stand-Alone Schedule R DV Image

    • 943 Stand-Alone Schedule R DV Image

  5. The first unit-of-work opens and the cursor stops at the first highlighted field.

  6. Press the <Ctrl>-<P> (post-to-close) key combination to end the current UW upon completion of DV from Image.

  7. The system will return you to the Data Validation (DV) Selection Menu when you release the last document.

Form 943 with Schedule R and Stand-Alone Schedule R Data Validation (DV) from Image Processing

  1. The Status Line at the bottom of the screen displays the following information:

    1. The Program field will show one of the following:

      Program (Displayed) Description (Not Displayed)
      11620 Stand-Alone Schedule R
      11621 Form 943 with Schedule R
    2. The DLN field shows the DLN of the document being displayed.

    3. The SUB field shows the relative count of the document.

      Example:

      If it is the first document in a UW that contains 80 documents, the SUB field shows a count of "1 of 80" .

    4. The Pg field shows the relative count of the page of the document.

      Example:

      If it is 943 Schedule R page 1, the Pg field will show "1 of 2" ; 943 Schedule R Continuation Page will show as "2 of 2" .

    5. The Status Line shows "Au" when the automatic mode is on, "IN" when the insert mode is on, and "Nu" when the numeric mode is on.

    Note:

    Auto Indicator is a toggle that turns the Auto Mode on and off. When Auto is on, the cursor automatically moves from the current field to the next field requiring perfection. When Auto is off, the cursor manually moves through every field using the cursor movement keys. A Select Block or Suspended Block in DV will require the operator to restore the Auto On mode using <Ctrl>-<Shift>-<A>.

Selecting a Specific Unit-of-Work in Data Validation (DV)

  1. To begin DV on a specific UW of Form 941, Form 943 with Schedule R or Stand-Alone Schedule R documents, open that UW by doing the following:

    1. From the Workstation Main Menu, select the numeric code for Data Validation (DV). The Workstation Main Menu closes, and the Data Validation (DV) Selection Menu opens.

    2. In the DV Selection Menu window, type the numeric code for Select Block. The DV Selection Menu closes and an "Open Block/UW" window opens.

    3. Enter the first 11-digits of the DLN from the batch transmittal.

    4. Press the <Enter> key. The Open Block/UW window closes and the selected UW opens.

    5. A Select Block or Suspended Block in DV will require the operator to restore the "Auto ON" mode.

  2. The procedures for performing DV from Select Block on Form 941, Form 943 with Schedule R or Stand-Alone Schedule R documents are identical to performing DV from Image of Form 941, Form 943 with Schedule R or Stand-Alone Schedule R documents once the UW is opened.

Releasing a Unit-of-Work in Data Validation (DV)

  1. For DV Image, when you release the last document in a UW, a question will appear asking if you want to release, the UW.

    1. If you answer "NO" to the question, window that opens, the current block will remain open for additional entry,

    2. If you answer "YES" to the question window, and have NOT issued a post-to-close (<Ctrl>-<P>), a Form 941, Form 943 with Schedule R or Stand-Alone Schedule R template appears to begin a new UW.

    3. If you answer "YES" to the question window, and have issued a post-to-close (<Ctrl>-<P>) the DV Selection Menu will open.

General Correction Procedures

  1. Use these procedures as a guide during the Original Entry (OE) and Data Validation (DV) functions. Not all the items will always apply to specific situations in either function.

  2. Use the following guidelines in determining if scanned information needs to be corrected:

    IF AND THEN
    A box indicating "Enter Form Layout Year" appears  

    Note:

    This is NOT the Tax Year, but the year of the form.

    1. If the Form Year is 2017 or 2018, enter "17"

    2. If the Form Year is 2014, 2015 or 2016, enter "14"

    3. If Form Year is 2013, enter "13"

    4. If Form year is 2012, enter "12"

    5. If Form year is 2011, enter "11" .

    6. If Form Year is 2nd quarter 2010 through 4th quarter 2010, enter "10" .

    7. If Form Year is 1st quarter 2010 or 2009 , enter "09"

    8. If Form Year is 2008 or prior enter "08"

    The Form has: Line 7H
    Line 7D
    Line 7A, 7B, 7C
    Line 7
    Line 6 (instead of 6a-6e)

    Note:

    You can press <F4> and the system will prompt you to change the year format.

      Form Year is 08
    Form Year is 09
    Form Year is 10
    Form Year is 11
    Form Year is 12
    Field contains scanned information Scanned information is correct and in the correct field Press <Enter> to proceed to the next field.
    Field contains scanned information Scanned information is correct but in the incorrect field

    Note:

    Ensure there is a space between the "%" and the In Care of Name. See Paragraph 3 in IRM 3.41.276.13.4, In Care of Name.

    Delete the scanned information using <F3> and enter the correct information using the criteria in the subsections below

    Note:

    Ensure there is a space between the "%" and the In Care of Name. See Paragraph 3 in IRM 3.41.276.13.4, In Care of Name

    Field contains scanned information Scanned information is in correct field but is incorrect Delete the scanned information using <F3> or move to the incorrect information and fix it using the criteria in the subsections below
    Field does not contain any information Image contains information for the field Enter the information for the field using the criteria in the subsections below
    Field does not contain any information Image does not contain any information for the field. Leave the field blank.
  3. If you reach the maximum field length while entering data, the cursor, in most cases, will automatically move to the next field. Therefore, incorrect characters can be inadvertently entered into the next field. Remove or correct these characters. Use standard abbreviations as shown in Exhibit 3.41.276-4, Street Abbreviations.

  4. Error Messages — Error messages with information are often helpful to correct the error and may be found in the Status Line. Most error messages are two lines, with the first line being the error message and the second line containing information that may help resolve the error condition.

  5. The <Ctrl>-<F7> combination key function provides the operator the ability to access the last edited field or the last flagged field of the previous document. For additional information on Function Keys refer to Exhibit 3.41.276-6, Function Key list.

  6. <Ctrl>-<S> - The skip key combination will be used to:

    • Bypass the Code and Edit fields (OE and DV).

    • Move from Line 5d to Line 8, if Form Year 2008-2010. Move from Line 5d to Line 10 if Form Year is 2011 and subsequent.

    • Move to the first money amount field in each column for each month on Schedule B (OE and DV).

    • Move from Line 1, Column (a) on Schedule R or Schedule R Continuation page to Column (b) on the Sub-Total Line (Line 11/Line 16 on Schedule R page 1 or Line 24/Line 26 on Schedule R Continuation page). (OE and DV with Auto off).

  7. Up Arrow Key — Allows the operator to go backwards between pages, one field at a time, instead of jumping to the top of the previous document.

Money Fields

  1. All money fields are dollars and cents.

  2. Enter money amounts as follows:

    Amount on document Enter as
    0.03 03
    00.03 03
    0.3 30
    .035 03
    1. If dollars and cents amount is present, enter as is.

    2. If a dollar amount is present and no cents are present, enter dollar amount and two zeros for cents.

    3. If a dollar amount is present and it is followed by a line, dash or hyphen, enter dollar amount and two zeros for cents.

    4. If a dollar amount is present and the cents is lined through, enter dollar amount and two zeros for cents.

    5. If there is a single numeric digit in the cents column or following the period, enter the digit followed by a zero.

    6. If money amount is larger than 15 numeric characters, enter only the first 15 characters.

    7. If money amount is a negative zero (for example: -00, -0.00. -00.00, etc.), it MUST be removed, press <F3> to clear the field and then press <Enter>.

  3. Enter negative amounts (identified with a minus (-) before the amount or the amount is within brackets), where allowed, by leading the amount with a hyphen.

  4. If a negative money amount appears in a positive only field, enter amount as positive.

  5. If two or more money amounts are on the same line, press <F3> to clear the field and then press <Enter>, unless otherwise instructed.

  6. If the money amount is illegible, suspend the UW as "Poor Quality Image" (<F9>; press "S" ; select "Poor Quality Image" ).

  7. If after suspending for "Poor Quality Image" you are still unable to determine the correct money amount, press <F3> to clear the field and then press <Enter>.

Illegible Name Control/Employer Identification Number (EIN)

  1. When the Name Control is illegible, enter four hyphens "- - - -" if EIN is present. If EIN is not present, delete the document as "Unprocessable 941" .

  2. When the EIN is illegible, press <F3> and clear the field, if Name Control is present. If the Name Control is not present, delete the document as "Unprocessable 941" .

Name Control/Check Digit

  1. If the EIN is unaltered on a preprinted label, enter the Check Digit, if legible. Otherwise, enter the Name Control. If Name Control is presented, instead of a Check Digit, always use the name control.

Check Digit
  1. Enter the two letters shown above the tax year on the label.

  2. If the check digit has been lined through or circled, enter the name control.

Name Control
  1. Press <Enter> only for the Check Digit field. The system will position the cursor on the Name Control field.

  2. If the Name Control presented for verification ties into the name on the Name Line, Trade Name Line, or percent Name Line, leave the generated Name Control. If the generated Name Control does not tie into the above lines or if it is blank, enter the name control edited on the return. If the return does not contain an edited name control, follow the instructions below.

  3. Enter the Name Control. (See Document 7071-A, Name Control Job Aid - For Use Outside of the Entity Area, for Name Control Determination). You do not need to press <Enter> if the Name Control is four characters.

  4. If the Name Control is less than four characters, enter those shown and press <Enter>.

  5. The Name Control generally consists of the first four significant characters of the taxpayers name or business name. The first character must be alpha or numeric, and the remaining characters can be letters, numbers, an ampersand (&) ,or a hyphen (-).

    Note:

    If an invalid character is used in the name line, ignore the special character when determining the Name Control.

  6. If more than one Name Control is edited or no Name Control is edited and you can not determine the correct Name Control and the return contains a EIN, enter four hyphens ("- - - -" ) in the Name Control field.

In Care of Name

  1. An In Care of Name can be identified by the presence of a "%" (percent sign) or "C/O" followed by a name.

  2. Search the Name Line, Trade Name Line and street address for an In Care of Name.

  3. Enter "%" , space, and then the name immediately following the "%" or "C/O" indicator.

    Note:

    If the In Care of Name line is sent for verification and all of the information to the right of the "%" sign is correct, it is not necessary to remove any information that may appear to the left of the "%" . If all the information to the right of the "%" is not correct, clear the field and enter the correct information.

  4. Some forms have IRS labels printed under the National Change of Address (NCOA) program. These returns can be identified by a solid black line above and to the left of the entity area or pound (#) signs to the left of the entity area. These labels do not contain a check digit and are not considered an IRS preprinted label. The In Care of Name line(%) information MUST BE entered if present.

  5. Valid characters are alphas, numerics, "-" hyphen, "&" ampersand, and "%" percent sign. The field length is 35 positions long. You must spell out any other symbols (e.g., "$" should be input as Dollar).

  6. If the In Care of Name is illegible, enter "%-" (Percent hyphen without a space between) which will send the document to the Error Resolution System (ERS) for additional work.

  7. If document contains an IRS pre-printed label without changes to the Name line, leave blank.

    Note:

    On IRS pre-printed labels if the only change is to the In-Care-Of (c/o) information, leave the street , city, state and zip code fields blank.

Entering Name Lines
  1. Enter the information exactly as shown from the name block on the document except as instructed below:

    1. Enter an ampersand (&) for the word "AND" or "OR" .

    2. Space for a period.

    3. Never enter two consecutive spaces.

    4. Space within a true last name where shown.

    5. Omit apostrophe (') if shown in name line. Do not space for an apostrophe.

    6. Omit slash (/) if shown in name line. Space for a slash.

    7. Enter a hyphen (-) where shown. Do not space before or after the hyphen.

Code and Edit Marks

  1. Edit marks and their descriptions are as follows:

    EDIT MARK DESCRIPTION
    "*" (Asterisk) The "*" is used to delete tax data or to indicate that an item is not to be transcribed.
    • For money amounts, enter the amount written to the left of the "*" , when applicable.

    • For Line Numbers, enter the money amount on the new line number.

    • When an "*" appears in the Entity portion of the return, enter all information (characters) that are not lined through.

    Bracket (parentheses) or "—" (minus) Indicates an amount is to be input as negative.
    Circle
    • Used to delete the Received Date and other erroneous edit marks such as CCC, Action Code, or Tax Periods, etc.

    Note:

    A circle can be used to delete any field except for money amounts.

    Underline
    • Used to identify a Name Control that is to be entered.

    Line Through or circle
    • Used to delete Entity information that should not be entered, including a check digit.

    "/" (Slash) or "X"
    • A "/" (slash) or "X " through the entire page indicates the page is to be deleted.

    • If the" /" or "X" is on Page 1 and/or Page 2, delete the document as "Unprocessable Form 941" .

    • For all other pages, including Schedule B and Schedule R, delete the page as "Unprocessable Attachment" .

Entering Code and Edit Fields

  1. Code and Edit fields are listed and described in Exhibit 3.41.276-1, Transcription Sheets (Miscellaneous)

  2. Code and Edit fields along with Page 1 of the Image will be presented to the Operator.

  3. Press<Ctrl>-<S> () to get out of the Code and Edit fields (during OE and DV).

  4. Computer Conditions Codes (CCC) will be written to the right of "You MUST fill out both pages of this form and SIGN IT" or in the "bottom middle margin" of the return. The Data Transcribers will be responsible for entering all CCC edited, stamped or underlined on the return.

  5. The following Computer Conditions Codes (CCC) will automatically generate:

    IF THEN
    "Line 4" box is checked Generate CCC "B"
    "Line 17" (Line 16 for 2008 and prior revisions; Line 18 for 2009–2011 revisions; Line 15 for 2014-2016 revisions) box is checked. Generate CCC "F"
    "Line 18" (Line 17 for 2008 and prior revisions; Line 19 for 2009–2011 revisions; Line 16 for 2014-2016 revisions) box is checked. Generate CCC "T"
    "Form ID" code starts with "96" Generate CCC "P"

    Note:

    Sight verification will be required if Line 4, Line 17 (Line 16 for 2012 and 2008 and prior; Line 18 for 2009 -2011 or Line 15 for 2014-2016) or Line 18 (Line 17 for 2012 and 2008 and prior; Line 19 for 2009–2011 or Line 16 for 2014-2016) "X" .

  6. The IRS Received Date, often referred to as "Received Date" , is the date when a document is first received by the IRS. It is stamped or edited on page 1 of the return.

  7. An "Official Received Date Stamp" may consist of no less than:

    1. "Month" — alpha or numeric characters.

    2. "Day " — two digits: 01–31. (For example, can be -1, 1, or 01)

    3. "Year" — two or four digits.

    4. Area Office (AO), Campus, Field Office, TAC Office (or similar term for an IRS location) plus the City/Location of the site, or

    5. A functional area within one of these sites (for example: CSCO, Exam, IT, CIS, AM, etc.).

  8. The received date is input in MMDDYY format. For example:

    • March -7, 2018 is input as 030718,

    • June 09, 2018 is input as 060918,

    • October 10, 2018 is input as 101018

  9. The received date has to be an official stamp or be hand written on the return. If the return contains multiple received dates, enter the earliest received date that is not circled.

    Note:

    If the Received Date is handwritten it DOES NOT have to have the word "Received."

    Caution:

    The Fax and EEFAX Received Dates are NOT VALID as an IRS Received Date.

  10. If the return contains a "Post Mark Date" and a "Received Date" , the received date should be entered.

  11. If the return contains a "Post Mark Date" and a "Received Date" , and the received date has been circled, leave the field blank.

  12. If the "Post Mark Date" is the only date on the document, enter 022222.

  13. If the "Received Date" is incomplete, illegible, an invalid day of the month, or a future date, enter 022222. If unsure if the received date should be input, enter 022222.

Employer Identification Number (EIN)

  1. The EIN on Form 941 page one must be 9 numeric digits or blank.

  2. If the EIN is more than or less than 9 digits, illegible, missing, or there is more than one EIN present, press <F3> to clear the field and <Enter>.

  3. For Schedule R EIN instructions, see Exhibit 3.41.276-2, Transcription Sheets (Form 941 Page 1, Page 2, Schedule B, Schedule R and Schedule R Continuation Sheet).

    Note:

    A return must contain EITHER an EIN or Name Control to be processable, If the return contains either the EIN or Name Control, continue processing. However if the return does not contain an EIN or a Name Control (both are blank), delete the document as "Unprocessable Form 941" .

Address Elements

  1. With the implementation of the Enhanced Entity Index File (EEIF) a window may appear asking "Is address changed?" . This message includes the In Care Of name line, street address, city, state and zip code. If the document contains an IRS pre-printed address with no changes, you should answer "NO" . You should answer "YES" if the IRS pre-printed address, contains changes (including% name line).

  2. If the return contains an IRS pre-printed label without changes to the street address, city, state or ZIP, all these fields should be left blank during OE and/or DV. If any of the fields contain information, press <F3> and <Enter> to remove the information from the field.

  3. If the return contains an IRS pre-printed label without changes to the In Care of name line but contains a change to the address, leave the In Care of name line blank and enter the street address, city, state and ZIP.

  4. Some forms have an IRS label printed under the National Change of Address (NCOA) program. These returns can be identified by a solid black line above and to the left of the entity area or pound (#) signs to the left of the address. These returns do not contain checks digits and are not considered to be an IRS pre-printed label, therefore all In Care of name line and street information must be entered.

  5. Enter the street address from the return. See Exhibit 3.41.276-9, Valid Characters.

    1. Never enter "local" as the first word in the street address. Enter information to the right of "local" only.

    2. If the only street address is "local" , leave the street address, city, state and zip code blank. If any of these fields contain information press <F3> and <Enter> to remove the information from the field.

    3. If the street address contains only the DBA, Trade Name or business name, leave the street address, city, state and zip code blank. If any of these fields contain information, press <F3> and <Enter> to remove the information from the field.

    4. If the street address contains an EIN or SSN, DO NOT input this information. If the only street address is the EIN or SSN, leave the street address, city, state and zip code blank.

  6. Enter street abbreviations as shown in Exhibit 3.41.276-4, Street Abbreviations.

    Note:

    Do not abbreviate proper names of the street in the street address field.

  7. If the street address and/or city are illegible, suspend the UW as "Poor Quality Image" . If you are unable to correct the street address and/or city from the paper document, leave the address field, city field, state field and zip code field blank. If necessary, press <F3> and <Enter> to remove any information that may be in the fields.

    Note:

    If any of the address fields are blank, excluding the % name line, they all must be blank.

  8. If the street address and/or city are missing, leave the address field, city field, state field and zip code field blank. If necessary, press <F3> and <Enter> to remove any information that may be in the fields.

    Note:

    If any of the address fields are blank, excluding the % name line, they all must be blank.

  9. If return contains a US Possession, or other foreign address, delete the document as "Unprocessable Form 941" .

  10. If an address is input during OE or DV, all elements (street, city, state and zip code) must be entered.

  11. If two street addresses are present with the same city, state and zip code, enter the first street address.

  12. If two addresses are present with different cities, states and zip codes, enter the first address.

  13. If there is a Street address and a PO Box, enter only the PO Box . Both "POB" and "PO Drawer" should be treated as if they read PO Box.

  14. If a document has PO BOX, POB, PO Drawer or Post Office Box, you may enter an asterisk (*) followed by a space in the first two positions of the street address instead of "PO BOX" . It is not necessary to change "PO BOX" to an asterisk if "PO BOX" was scanned.

    Example: Enter As:
    PO Box #24 * (space) 24
  15. Omit C/O or % (In care of, percent symbol) if shown with an address.

  16. Always enter "AND" if an ampersand (&) is shown in the address line.

  17. If @ is shown in the street address, enter "AT"

  18. Major City Codes listed in Exhibit 3.41.276-5 may be used. If a Major City Code is used and a zip code is not present, a valid five-digit zip code for that city will be generated by the system.

  19. If North, South, East or West is shown as part of the city name, use the standard abbreviation ( North = N, South = S, etc.). Do Not use a major city code in this instance unless found in Exhibit 3.41.276-5, Alphabetical Listing of Major City Codes.

    Example:

    East Lansing, MI = ET and South Bend, IN = SB.

    Example: Enter As:
    West Miami W Miami
    North Ogden N Ogden
  20. If a city is present, it must be all alpha. For example, enter 29 Palms as TWENTY NINE PALMS.

  21. Enter standard abbreviations for states.

  22. If the system presents all nine digits of the zip Code and the digits are correct, accept them. If there is a change to be made, only the first five digits of the zip code must be entered.

  23. If there is no state, but a zip code is present, press the <Enter> key in the zip code field. This will generate the state code for this zip code in the Status Line. Follow the screen prompts to accept this code or to enter a different code.

  24. If there is no zip code but a state is present, press the <Enter> key in the zip code field. The system will generate the default zip code for that state.

  25. If the state does not match the zip code presented, delete the zip code and generate the default zip code for this state.

  26. If both the state and zip code are blank, leave the street address, city, state and zip code blank. If necessary, press <F3> and <Enter> to remove any information that may be in the fields.

  27. APO, DPO or FPO addresses must be transcribed with the appropriate two-character state code followed by the corresponding unique five-digit zip code.

    1. When APO, DPO or FPO is used, do not enter any other data in the city field.

    2. When APO, DPO, or FPO is to be transcribed in the city field, the state code field must correspond with the following ZIP Codes:

      ZIP Code State Code
      340 AA
      090–098 AE
      962–966 AP

    Note:

    Enter all APO/DPO/FPO addresses as follows:

    Example Enter As
    APO New York, NY 091XX APO AE 091XX
    DPO, Miami, FL 340XX DPO AA 340XX
    FPO San Francisco, CA 962XX FPO AP 962XX

Poor Quality Image

  1. Occasionally the Image of the return presented to the OE or DV Operator is unreadable. Some reasons for this are:

    • Writing on Image is too light.

    • Image is too dark to read writing.

    • Image is illegible, or

    • Image is incomplete, etc.

  2. When working in OE Image or DV Image, if you cannot determine the data for ANY field including the street address, city, state and zip code, suspend the UW as "Poor Quality Image" . (<F9>; press "S" ; select "Poor Quality Image" .)

    Note:

    This instruction DOES NOT include the EIN or Name Control. See IRM 3.41.276.13.2, Illegible Name Control/EIN.

  3. The Lead Data Transcriber/designated employee will review the Work Status Report for suspended "Poor Quality Image" items and pull the original return/document from the block and give to the employee that suspended the UW.

  4. The employee will resume the suspended block, correct the data using the paper return and then give the paper return back to the Lead Data Transcriber/designated employee.

  5. The Lead Data Transcriber/designated employee will re-file the return in its original block.

Unprocessable Conditions

  1. Currently some returns cannot be processed via SCRIPS or must be processed as OE Paper.

  2. All returns determined as unprocessable should be deleted as "Unprocessable Form 941" for the Pull-doc Report. (<Ctrl>-<Shift>-<Delete/Del>; select "Unprocessable Form 941" .)

  3. Listed below are some unprocessable conditions:

    1. Return does not contain an EIN and Name Control (if either the EIN or Name Control is present, continue processing).

    2. Returns containing a U.S. Possession or foreign address. (These returns will be processed via ISRP).

    3. Appears form was folded/cut off and all transcription lines are not available for input.

    4. Forms without BOTH entity and money amounts (entirely blank forms).

    5. Forms other than Form 941. (These returns will be processed using the appropriate SCRIPS program or through ISRP).

    6. Form has an "X" or "/" across the entire page 1 or page 2 but not both without an explanation.

      Note:

      If only the Schedule B has an "X" or "/" through the page, delete the Schedule B only as an unprocessable attachment.

    7. The tax period is 200412 or prior. (These returns will be processed through ISRP).

SCRIPS Transcription Sheets

  1. Exhibit 3.41.276-1, Transcription Sheets (Miscellaneous), Exhibit 3.41.276-2, Transcription Sheets (Form 941 Page 1, Page 2, Schedule B, Schedule R and Schedule R Continuation Sheet),and Exhibit 3.41.276-3, Transcription Sheets (Form 943 with Schedule R and All Stand-Alone Schedule R), represent specific data entry procedures.

Math Validations

  1. Line 5c: If line 5c does not math verify, the cursor will return to lines 5a through 5c. Validate each line amount was input correctly.

  2. Line 5d: (200503 through 201212) If line 5d does not math verify, the cursor will return to lines 5a through 5d. Validate each line amount was input correctly.

  3. Line 5e: (201303 through 201312) If line 5e does not math verify, the cursor will return to lines 5a through 5e. Validate each line amount was input correctly.

  4. Line 6b: (201006 through 201012) Validate there is a money amount on Line 6c, if Line 6b is not blank.

  5. Line 6c: (201006 through 201012) Validate there is an entry on Line 6b, if Line 6c contains a money amount.

  6. Line 6e/6.

    1. If Line 6e. (201006 through 201012) does not math verify, the cursor will return to lines 3, 5d, 6d, and 6e. Validate each line amount was input correctly.

    2. If Line 6e. (201103 through 201112) does not math verify, the cursor will return to lines 3, 5d, 5e and 6e. Validate each line amount was input correctly.

    3. If Line 6: (201203 through 201212) does not math verify, the cursor will return to lines 3, 5d, 5e and 6. Validate each line amount was input correctly.

    4. If Line 6e/6 (201303 through 201312) does not math verify, the cursor will return to lines 3, 5e, 5f and 6. Validate each line was input correctly.

  7. Line 7d/7h: If line 7h (200812 and prior) or Line 7d (200903 through 201003) does not math verify the cursor will return to lines 7a through 7h, or 7a through 7d, as appropriate. Validate each amount was input correctly.

  8. Line 8: If line 8 (201003 and subsequent) does not math verify, the cursor will return to lines 6, 7a, 7b, 7c and 8. Validate each amount was input correctly.

  9. Line 10: If line 10 (201012 and prior) does not math verify, the cursor will return to lines 8, 9 and 10. Validate each amount was input correctly.

  10. Line 12: If line 12 (201703 and subsequent) does not math verify, the cursor will return to lines 10,11, and 12. Validate each amount was input correctly.

  11. Line 12d: (201006 through 201012 only) Validate there is an entry on Line 12c if Line 12d contains a money amount.

  12. Line 13: (201006 only) If line 13 does not math verify cursor will return to lines 11, 12a, 12e and 13 for sight verification. Validate each amount was input correctly.

  13. Line 13: (200903 through 201003 and/or 201009 through 201612) If line 13 does not math verify cursor will return to lines 11, 12a and 13 for sight verification. Validate each amount was input correctly.

  14. Line 14: (Line 12 for 2014-2016 and 2008 and Prior Revisions) If line 14 (Line 12) does not math verify, the cursor will return to lines 10, 13 (Line 11) and 14 (Line 12) for sight verification. Validate each amount was input correctly. For Form years 2014-2016, 2008 and prior, 2009 and 2010, if the tax quarter entered is equal to or greater than 201103, then the cursor will return to lines 8, 13 (Line 11) and 14 (Line 12).

  15. Line 15: (Line 13 for 2012-2016 and 2008 and Prior Revisions) If line 15 (Line 13) does not math verify the cursor will return to lines 10, 13 (Line 11) and 15 (Line 13) for sight verification. Validate each amount was input correctly. For form years 2014-2016, 2008 and prior, 2009 and 2010, if the tax quarter entered is equal to or greater than 201103, then the cursor will return to lines 8, 13 (Line 11) and 15 (Line 13).

  16. Line 15: (Line 13 for 2012-2016 and 2008 and Prior Revisions) Refund check box; validate if box was checked by the taxpayer. If the box is checked ensure it contains an X. If the box should not be checked, remove X when it is present.

  17. SCRIPS will perform column balancing for each money amount column for each Schedule R page to the first sub-total line of the page Line 14/ Line 16 on first page, Line 24/ Line 26 on Continuation page). SCRIPS will display "Column out of balance by: $xxx.xx"

Other Validations

  1. If any line 16(2012-2013 and 2017 and subsequent revisions) (Line 14 for 2014-2016 revisions) (Line 17 for 2009–2011 revisions) (Line 15 2008 and prior revisions) [Record Of Federal Tax Liability (ROFTL)] amount is blank it will be sent to DV for verification. The exception is if the field was presented during OE and left blank, it will not be sent for verification.

  2. Use the following to determine the need to input the Third Party Designee information:

    IF THEN
    The "Yes" box is checked
    1. Input an "X" in the "Yes" box and input the Personal Identification Number (PIN) in the PIN box.

    2. If the PIN is more than 5 characters (alpha and/or numeric), enter the first five characters only.

    3. If the PIN is less than 5 characters, enter all available characters and leave the rest blank.

    4. If the PIN is not available or is illegible, leave the PIN box blank.

    The "No" box is checked Leave the "Yes" box blank. Input the PIN, if present, using the information in 2 through 4 above.
    Both the "Yes" and "No" boxes are checked Leave the "Yes" box blank. Input the PIN, if present, using the information in 2 through 4 above.
    Neither box is checked Leave the "Yes" box blank. Input the PIN, if present, using the information in 2 through 4 above.

    Note:

    If both the Yes and No boxes are checked, the "Yes" box will be sent to the operator for verification.

  3. SCRIPS will attempt to determine the presence of a signature in Part 5 on page 2. If it detects a signature is present it will continue processing. If it does not detect a signature it will display a message to the DV/OE operator.

  4. If a valid signature is on an attachment, this will be indicated by placing an "asterisk" (*), "notating signature on file" , or "signature on attachment" , etc., in the signature box. These will be considered valid signatures.

  5. Very often a preparer will mark the signature line with an "X" indicating where the taxpayer should sign the return. When this happens:

    IF AND THEN
    An "X" is shown in the "SIGN your name here" box There is a name shown in the "Print your name here" box DO NOT correspond for a signature.
    An "X" is shown in the "SIGN your name here" box There is NOT a name shown in the "Print your name here" box Correspond for a signature using AC 225.
  6. A signature of an individual, officer, partner, duly authorized agent, etc. affixed by rubber stamp, mechanical device, or computer generated software to a return is acceptable. The signature may appear on either "Sign your name here" or "Print name and title" line. A signature refers to the name of the individual who attests that the information on the return is true, correct and complete.

    Note:

    Rev. Proc. 2005-39 sets out the circumstances under which facsimile signatures may be used for Form 941. This provision allows for the use of a Mechanical Device. A Mechanical Device includes typewritten signature, or those made by a computer output device ( laserjet, inkjet, and dot matrix printers).

  7. Returns generated from the Correspondence Imaging System (CIS)/Accounts Management Services (AMS) being sent for processing may not have a signature. If there is an indication, in the signature area, "CIS or AMS-Do Not Correspond for signature" , and the return has a CCC "3" , DO NOT input ERS Action Code (AC) 225. If the return does not have a CCC "3" , input ERS Action Code (AC) 225. If the Do Not Correspond for Signature is stamped or edited in the signature area, the operator will answer yes to the signature question.

  8. Use The information in (3) through (7) to determine if ERS AC 225 is needed:

    IF THEN
    Message "Is a signature present" displays on the screen.

    Note:

    This box could be displayed in the center of page 2 or next to the signature area on page 2.

    • If signature is present in "Part 5" , answer "YES" .

    • If signature is not present in "Part 5" , answer "NO" and enter AC 225 (if not already present) or AC 211, if edited in lower left corner of page 1.

      Note:

      AC 211 will always take precedence over AC 225.

    Note:

    If you accidently answer "No" and the signature is present, DO NOT enter an "Action Code" .

  9. SCRIPS will flag for sight verification any negative money amount on any Schedule R. If amount is still negative, accept/output negative amount.

  10. SCRIPS will flag any money amount for sight verification that contains just a single one "1."

  11. SCRIPS will flag any money amount that is not numeric (excluding blank).

  12. SCRIPS will flag for sight verification any money amount that is over one million dollars.

  13. When working Form 943 with Schedule R or Stand-Alone Schedule R pages SCRIPS will require entry of the TaxQtr/Tax Year on the first 941/940/943 Schedule R. If the Tax Year or the first 2 digits of the TaxQtr do not match the scan job tax year entered(OE/DV Image) or the OE entered Tax Year (OE Paper), Display message "Tax Year entered does not match Block Tax Year. Are you sure?" .

  14. SCRIPS will flag each Schedule R page where the Schedule R Employer EIN does not equal the EIN on page 1 of the Form 941. Display message "Employer EIN inconsistent. Please verify."

Form 943 with Schedule R and All Stand-Alone Schedule R Pre-Document Preparation

  1. When preparing Form 943 with Schedule R returns for scanning, the following are the only items that should be sent for scanning and in the order listed below:

    • Form 943 and Form 943-A

    • Form 943, Schedule(s) R

    • Form 943, Schedule(s) R Continuation Sheet

      Note:

      Each Form 943 with Schedule R attached should be batched for scanning as a separate block of work.

  2. When preparing Stand-Alone Schedule R returns for scanning, the following are the only items that should be sent for scanning and in the order listed below:

    • Blank copy of Page 1 of Form 940, Form 941 and/or Form 943

    • Form 940, Form 941 and/or Form 943, Schedule(s) R

    • Form 940, Form 941 and/or Form 943, Schedule(s) R Continuation Sheet

    Note:

    Each form type must be batched for scanning separately (i.e., Form 940/Form 940 Schedule R should not be mixed with Form 941/Form 941 Schedule R).

    Reminder:

    There may be multiple Schedules R attached to the return. All Schedules R should be sent for scanning.

  3. When preparing Form 943 with Schedule R for the scanner, the critical area for repair is the right side of the Form 943; and the critical area for repair on the Schedule R and Schedule R Continuation Sheets is the left side of the schedule due to being in landscape design. If preprinted information is present in the upper right corner (where the DLN will be printed), do not cover (band-aid) that information. The printer will print the DLN to the left of the information. When preparing Stand-Alone Schedule R for the scanner, the critical area for repair is the right side of the Form 940, Form 941 and/or Form 943; and the critical area for repair on the Schedule R and Schedule R Continuation Sheets is the left side of the schedule if in landscape design and the right side of the schedule if in portrait design. If preprinted information is present in the upper right corner (where the DLN will be printed), do not cover (band-aid) that information. The printer will print the DLN to the left of the information.

  4. The Pre-Doc Prep function is responsible for the following on all Form 943 with Schedule R and Stand-Alone Schedule R pages:

    1. Carefully removing all staples from the Form 943 with Schedule R or Stand-Alone Schedule R, if present. It is permissible to cut off the left corner of the return providing no identifying information is damaged or lost (for example: the return year, entity information, etc.).

    2. Writing the 9 digit EIN on Schedule(s) R in the EIN block, if not present

    3. Writing the Tax Year/TaxQTR on Schedule(s) R in the Tax Year/TaxQTR block, if not present

    4. Ensuring all pages are oriented in the correct direction and order to be scanned. The correct orientation for pages designed/printed in Portrait format is front facing with Form ID Code located in the UPPER RIGHT CORNER of the page. The correct orientation for pages designed/printed in Landscape format is front facing with Form ID Code located in the UPPER LEFT CORNER of the page.

      Note:

      2017 and later versions of the Schedule R are printed in landscape format. The correct direction or orientation of these Schedule R within a block or unit of work is directly behind the Form 943 or Form 943-A pages (both of which remain in portrait format) with the Form ID positioned in the UPPER LEFT CORNER of the form. The Form ID must be at the top of the page (based on orientation) as it goes through the scanner in order for the Schedule R pages to be recognized correctly.

    5. When Preparing Stand-Alone Schedule R and/or Continuation Sheets for scanning, place a Blank Copy of Page 1 of Form 940, Form 941 or Form 943 (match the Page 1 form type to the Schedule R form type) in front of the first unique EIN (Same EINs/Taxpayer).

Post Document Preparation

  1. Using the "DLN Output Report" from the tape run, pull the blocks for each listed batch, counting each block to be sure each listed, and only the listed, DLN on the "Output Report" is present.

  2. Re-print the updated Form 1332, Block and Selection Record, from BBTS. (It should include the actual DLN assigned by SCRIPS).

  3. Provide a copy of the "FI/DLN Cross Reference Report" and the "941 Pull Document Report" .

  4. Provide the appropriate cart card for listing programs by batches on the cart (ERS date card).

  5. If documents are received in "stat boxes" , Post-Doc Prep will be responsible for placing them in gusset folders before releasing the work to Error Resolution.

  6. Documents that were sent to the "Scanner Reject Bin" will be placed in a colored or white folder in the first slot of the batch cart or the first stat box for each batch. Post-Doc Prep should:

    1. Remove the documents from the batch cart or first stat box.

    2. Review the batch (all blocks) to ensure all pages associated with the documents have been pulled.

    3. Write the program number associated with the documents on the first document or on a routing slip and route the documents to Code and Edit/Batching for processing.

      Note:

      If the documents need to be batched as "ISRP" , include that information on the routing slip.

  7. The Post-Doc Prep process MUST be completed with-in 24 hours of output.

  8. FI/DLN Cross Reference Report,

    1. Some documents coming from SCRIPS will not have a sprayed DLN but will have a 6 digit FI number and either the first 11 digits of the Block DLN (first 10 FI documents) or the first 8 digits of the Block DLN (all remaining FI documents in the block). Using the DLN cross-reference report, locate the electronically-assigned DLN and enter it on Page 1 of the Form 941 (writing the DLN on page 2, Schedule B, or Schedule R is optional). See Exhibit 3.41.276-8, 941 FL/DLN Cross Reference Report.

    2. Place the return (page 1, page 2, Schedule B, Schedule R, and Form 8974) in ascending sequence number order within the block.

    3. The Form 1332 must be notated for any document (sequence number) that is moved in the batch (e.g., FI999999).

      Example:

      If sequence 32 has been renumbered to sequence 99, in the box for sequence 32 notate "moved to 99."

    4. If document is missing, research "Document Review" on the SCRIPS system to determine if document should be in the block or if it was deleted. If document has not been deleted, review entire block/batch for the missing document. If unable to locate the document, print a copy of the return from SCRIPS and place it in the block. This process should be done only as a last resort.

    5. Circle the Document count on Form 1332.

    6. For "Perfect" , place the BBTS generated Form 1332 in the gusset folder with the appropriate Form 941s on "Perfect" documents.

    7. For "Imperfect" , remove the SCRIPS breaker sheet from the "Imperfect" and replace with the BBTS generated Form 1332. Route the SCRIPS breaker sheets back to SCRIPS Pre-Doc Prep area.

    8. Ensure the attachments in colored folders belong with the documents in the gusset folder.

  9. Occasionally, as a result of a block of returns having a high unrecognized page 1 problem, a second block DLN will be assigned. The new DLN can be located on the FI/DLN Cross Reference Report. When this occurs:

    1. Pull the return (page 1, page 2, Schedule B, Schedule R, and Form 8974),

    2. If block is "Imperfect" , pull associated attachments and place inside a blue folder,

    3. Perfect the DLN on the returns,

    4. Print Form 1332,

    5. Prepare a gusset folder writing/stamping the DLN on it,

    6. Place the return (page 1, page 2, Schedule B, Schedule R, and Form 8974) and blue folder (attachments) inside the gusset folder,

    7. Place the gusset folder in the proper DLN sequence order in the batch.

  10. The 941 Pull Document Report lists all documents that were either deleted by the scanner or by the operator. See Exhibit 3.41.276-7, Pull Document Report.

    1. The Pull Document report will need to be printed after every output by the person locally designated to do so. Each item on the report must be reviewed. Only pull returns when all pages have been deleted. NEVER PULL THE RETURN IF BOTH PAGE 1 (XX01) AND PAGE 2 (XX02) IS NOT LISTED ON THE REPORT. If only page 3 (XX03), and/or page 4 (XX04), and/or page 5 (XX05) is listed on the report, DO NOT pull the return. If the complete return is not being pulled, leave other deleted pages in the batch where located.

      Note:

      If unsure of action to be taken (for example: page 2 and page 3 listed but page 1 is not listed, page 1 and page 3 is listed but page 2 is not listed, page 2 is listed but page 1 is not listed), research "Document Review" on the SCRIPS system to determine if document was deleted or not.

    2. The report will reference each item to be pulled listing the batch number, block number, DLN or FI reference number, and how it was deleted (systemic, OE, DV, etc.).

      IF THEN
      the DLN is present locate the document (Page 1, page 2, Schedule B, Schedule R, Form 8974 and attachments) within the block. It will not necessarily be in sequential order.
      1. Notate on Form 1332 the document has been deleted.

      2. Line thru the DLN on the document. If two DLNs are present, place a band-aid over both DLNs on page 1, page 2, Schedule B, Schedule R and Form 8974.

      3. Maintain pulled documents in program order and route to Batching/Code and Edit for perfection and processing.

      Note:

      When sending work to Batching, a note must be placed on the work to identify it to be batched as SCRIPS OE Paper.

      an FI number is present locate the item to be pulled within the block.
      1. If the pulled item is page 1, search for page 2, Schedule B, Schedule R, Form 8974 and attachments associated with page 1. Pull these even if not listed on the Pull Doc Report. Line through FI Number/DLN and associate with page 1. Maintain integrity (program) and route to Batching/Code and Edit for perfection and processing.

      2. If the item to be pulled is a page 2 and/or Schedule B and/or Schedule R (page 1 not on list) attempt to associate with a valid page 1 in the block. It is the centers option if the page 1 DLN needs to be written on the page 2 and/or Schedule B and/or Schedule R. If unable to locate a valid page 1, line through FI number and route to Batching/Code and Edit for perfection and processing.

      Note:

      When sending work to Batching, a note must be placed on the work to identify it to be batched as SCRIPS OE Paper.

      neither a DLN or FI number is present locate the block to be pulled.
      1. Remove it from the batch.

      2. Line thru all DLNs and/or FI numbers on all documents within the block. If two DLNs or FI numbers are present, place a band-aid over both DLNs or FI numbers on page 1, page 2, Schedule B Schedule R and Form 8974.

      3. Maintain pulled documents in program order and route to Batching/Code and Edit for perfection and processing.

      Note:

      Occasionally the reason a document was deleted is because the Form ID code, located in the upper right margin, is incorrect (for example: Page 2 has a Form ID of 950106, 960106, etc.). When this happens, black out the Form ID code prior to sending for processing.

      Caution
      Do not use felt tip markers to black out information.
      Use a black ink pen or pencil.
  11. Once the FI DLN Cross-reference Report and 941 Pull Document Report processing has been completed do the following:

    1. For "Perfect" place the BBTS generated Form 1332 in the gusset folder with the appropriate Form 941s.

    2. For "Imperfect" remove the SCRIPS breaker sheet and replace it with the BBTS generated Form 1332. Route the SCRIPS breaker sheets to the Pre-Doc Prep function.

    3. Circle the document/return count on Form 1332 (the next number after the last sequence number assigned). The only exception is if the last sequence number is 99.

    4. Ensure the attachments in colored folders for" Imperfect" belong with the documents/returns in the gusset folder.

    5. Write or stamp the DLN on the gusset folder.

    6. Make sure the documents/returns within the gusset folder are in sequential DLN order. Post Doc Prep is responsible for ensuring the DLN is legible on page 1 of all the documents/returns. If necessary, correct or rewrite the DLN to make it readable.

      Note:

      If necessary, the DLN can be written in the right margin of the return.

    7. Perfecting/writing the DLN on page 2, Schedule B Schedule R and/or Form 8974 is optional.

    8. Ensure the blocks within the batch are in DLN order in the stat box or on the batch cart.

    9. Route the completed batches to the ERS Control Unit.

Transcription Sheets (Miscellaneous)

The table below explains the screen prompts, description and instructions for the Entity portion of the return, Code and Edit fields and other Miscellaneous fields.

Form 941

OE/DV Screen Prompt Description Instructions
Check Digits Check Digits Enter the Check Digit if present. If check digit is not present, press the <Enter>key. Refer to IRM 3.41.276.13.3, Name Control/Check Digit, for complete instructions.
Name Control Name Control If the Check Digit is not present, enter the Name Control. Refer to IRM 3.41.276.13.3, Name Control/Check Digit for complete instructions.
Rec Date Received Date Enter the 6 digit Received Date in MMDDYY format. Ignore the Century "20" . The Received Date is shown on page 1 of the return. If the Received Date is incomplete or illegible, enter 022222. See IRM 3.41.276.13.6, Entering Code and Edit Fields, for further instructions.

Note:

If the Received Date is handwritten, it DOES NOT have to have the word "Received."

Comp Cond Computer Condition Codes (CCC) Enter the information edited, stamped or underlined to the right of the "You MUST fill out both pages of the form and SIGN IT" . If CCC is invalid, delete the invalid code and continue processing valid codes. Valid codes are B, C, D, F, J, M, O, P, R, T, W, X, 3, 4, 7, and, blank.
ERS Action ERS Action Code Enter from the bottom left corner of page 1 of the return. Valid codes are 211 through 499.

Note:

AC 211 takes precedence over all other Action Codes.

Sch Ind Schedule Indicator Code Enter from the right margin next to the black title bar for Part 1. Valid numbers are "2" or "3" .

Transcription Sheets (Form 941 Page 1, Page 2, Schedule B, Schedule R, and Schedule R Continuation Sheet)

Form 941 Page 1

OE/DV Screen Prompt Description Instructions
Tax Period Tax Period The Tax Period is a MUST ENTER FIELD and requires two consecutive matching entries.
  1. Enter the tax period as edited above the "Report for this Quarter" box .

  2. Enter the tax period entered by the taxpayer in the "Report for this Quarter…" box. Use the Form Year with the checked box.

  3. Enter the tax period from the pre-printed area.

  4. If multiple boxes are checked and the tax period is not written above the "Report for this Quarter" box, enter the earliest quarter indicated.

  5. If the tax period is missing or incomplete, process as current quarter.

Note:

If the tax Period is present in both the pre-print area and the "Report for this Quarter" box, the "Report for this Quarter" box takes precedence. Do not transcribe century digits "19" or "20" . Enter the last two digits of the year (located in the upper left corner of the return) and 03, 06, 09, or 12 to indicate 1st, 2nd, 3rd, or 4th quarter, respectively.

Note:

The tax period cannot be 200412 or prior.

EIN EIN Enter the EIN Number (must be 9 numerics or blank) from the preprinted label or from EIN Number blocks. Refer to IRM 3.41.276.13.7, Employer Identification Number (EIN), for complete instructions
In Care of Name Line In Care Of name Enter "%" , space, and then the name immediately following the % or C/O indicator. If document contains an IRS pre-print label without changes, leave blank. Refer to IRM 3.41.276.13.4, In Care of Name, for complete instructions.
Address Street Address Enter the street address, if present. See IRM 3.41.276.13.8, Address Elements, for complete instructions
City City Enter the city or Major City Code as appropriate.(See IRM 3.41.276.13.8, Address Elements for complete instructions
State State Enter the State abbreviation. If Major City code is entered, this field is bypassed. See IRM 3.41.276.13.8, Address Elements for complete instructions.
ZIP Code ZIP Code Enter the ZIP Code. If missing press <Enter> to generate the generic ZIP Code. See IRM 3.41.276.13.8, Address Elements for complete instructions.

Form 941 Page 1

OE/DV Screen Prompt Description Instructions
Nbr Emps [Line 1] Number of Employees Enter the number of employees from box 1.
  1. If number is not numeric, input as numeric (two would be 2).

  2. If number is larger than 7 numerics, leave blank .

  3. If number is in dollars and cents (123.00), leave blank

  4. If the number is followed by a comma, in the wrong position, leave blank (1, 2, 3 would be left blank but 1,000 would be input as 1000.)

  5. If number is illegible see IRM 3.41.276.13.9, Poor Quality Image for instructions.

Wages/Tips [Line 2] Total Wages Enter the amount from box 2
Total Tax [Line 3] Total Income Tax Enter the amount from box 3
Exempt [Line 4] Exempt from Social Security/Medicare Enter an X if box is checked.
Taxable SS Wages [Line 5a] Taxable Social Security Wages Enter the amount from box 5a, column 1.
Taxable SS Tips [Line 5b] Taxable Social Security Tips Enter the amount from box 5b, column 1
Tax. Med Wages [Line 5c] Taxable Medicare Wages and Tips Enter the amount from box 5c, column 1
Total SS/Med wages [Line 5d] Total Taxable Social Security and Medicare Taxes Enter the amount from box 5d

Note:

This Line 5d is valid for 200503 through 201212.

Taxable Wages and Tips/Add. Med. Tax Withhold [Line 5d] Wages and Tips subject to additional Medicare Tax Withholding Enter amount from box 5d, column 1

Note:

This Line 5d is valid for 201303 and subsequent.

Sec 3121(q) [Line 5e] Sec 3121(q) Notice and Demand Enter amount from box 5e

Note:

This Line 5e is valid for 201103 through 201212.

Total SS/Med wages [Line 5e] Total Taxable Social Security and Medicare Taxes Enter the amount form box 5e

Note:

This Line 5e is valid for 201303 and subsequent.

Sec. 3121(q) [Line 5f] Sec 3121(q) Notice and Demand Enter amount from box 5f.

Note:

This Line 5f is valid for 201303 and subsequent.

Nbr Qual Emps First Paid (Line 6a)

Note:

Lines 6a - 6d are valid for 201006 through 201012 only. You will use these instructions for prior year 2010 only.

Number of qualified employees first paid exempt wages/tips this quarter, Enter the amount from box 6a.
  1. If the number is not numeric, input as numeric (two would be 2).

  2. If the number is larger than 7 numerics, enter all 9’s.

  3. If the number is dollar and cents (123.00), enter the figure to the left of the period.

  4. If the number is followed by a comma, in the wrong position, leave blank (1, 2, 3 would be left blank but 1,000 would be input as 1000).

Nbr Qual Emps Paid Exempt (Line 6b)

Note:

Lines 6a - 6d are valid for 201006 through 201012 only.

You will use these instructions for prior year 2010 forms only.
Number of qualified employees paid exempt wages/tips this quarter. Enter the amount from box 6b.
  1. If the number is not numeric, input as numeric (two would be 2).

  2. If the number is larger than 7 numerics, enter all 9's

  3. If the number is dollar and cents (123.00) enter the figure to the left of the period

  4. If the number is followed by a comma, in the wrong position, leave blank (1, 2, 3 would be left blank but 1,000 would be input as 1000.)

Exempt Wages/Qual Emps (Line 6c)

Note:

Lines 6a - 6d are valid for 201006 through 201012 only. to be used starting with first quarter 2011 and beyond. You will use these instructions for prior year 2010 only.

Exempt wages/tips paid to qualified employees this quarter Enter the amount from box 6c.
Total Percent (Line 6d)

Note:

Lines 6a - 6d are valid for 201006 through 201012 only. You will use these instructions for prior year 2010 forms only.

Line 6c X .062 Enter the amount from box 6d.
Line
  • 6e/Line 6 For 201006 through 201012 prompt is -Total 3+5d-6d (Line 6e)

  • For 201103 through 201112 prompt is -Total 3+5d+5e (Line 6e)

  • For 201203 through 201212 prompt is -Total 3+5d+5e (Line 6)

  • For 201303 and subsequent prompt is -Total 3+5e+5f (Line 6)

Note:

You will use Line 6e for prior year 2010 and 2011 forms only.

Total taxes before adjustments Enter the amount from box 6.

Note:

You will enter the amount from box 6e for prior year 2010 and 2011 forms only.

  • Line 7/7a For 201012 and prior, prompt is Frac/Cents [Line 7a] (+ or -).

  • For 201103 and subsequent, prompt is Frac/Cents (Line 7) (+ or-)

Adjustment to Fractions Enter the amount from box 7

Note:

You will enter the amount from box 7a for year 2010 or prior year forms only.

  • Line 8/7b For 201012 and prior prompt is Sick Pay [Line 7b] (+ or -).

  • For 201103 and subsequent, prompt is Sick Pay (Line 8) (+ or -)

Adjustment to Sick Pay Enter the amount from box 8

Note:

You will enter the amount from box 7b for year 2010 or prior forms only.

  • Line 9/7c For 201012 and prior, prompt is Cur Qtr [Line 7c] (+ or -).

  • For 201103 and subsequent, prompt is Cur Qtr (Line 9) (+ or -)

Adjustment to Current Quarter’s Tips and Life Insurance Enter the amount from box 9

Note:

You will enter the amount from box 7c for year 2010 or prior forms only.

For Cur Year [Line 7d] (+ or -)

Note:

You will enter the amount from box 7d for year 2008 or prior forms only. If Tax Period is 200903 or subsequent, field will not display to operator.

Adjustment to Current Year’s Income Tax Withholding Enter the amount from box 7d.
Prior Qtr [Line 7e] (+ or -)

Note:

You will enter the amount from box 7e for year 2008 or prior forms only. If Tax Period is 200903 or subsequent, field will not display to operator.

Adjustment to Prior Quarter’s Social Security and Medicare Taxes Enter the amount from box 7e.
Spec Add Inc [Line 7f]

Note:

You will enter the amount from box 7f for year 2008 or prior forms only. If Tax Period is 200903 or subsequent, field will not display to operator.

Special Additions to Withholding Enter the amount from box 7f.
Spec Add SS/Med [Line 7g]

Note:

You will enter the amount from box 7g for year 2008 or prior forms only. If Tax Period is 200903 or subsequent, field will not display to operator.

Special Additional to Social Security and Medicare Enter the amount from box 7g.
Line 7h/7d Total Adj [Line 7h for Tax Period 200812 and prior] [Line 7d for tax period 200903 through 1st Qtr 2010](+ or -) Total Adjustments Enter the amount from box 7h (200812 and prior) or 7d (200903 through 1st Qtr 2010).

Note:

Line 7d was removed from 2nd Qtr 2010 and subsequent forms

[Line 8/10] Adj Total Tax (+ or -)
  • For 201012 and prior, prompt is Adj Total Tax [Line 8] (+ or -).

  • For 201103 or subsequent, prompt is Adj Total Tax (Line 10) (+ or -)

Total Taxes Adjusted Enter the amount from box 8 (201012 and prior) or box 10 (201103 and subsequent).
Advanced EITC [Line 9] Advanced EIC Enter the amount from box 9

Note:

If tax period is 201103, or subsequent, this field will not display to the operator

Total Taxes [Line 10] Total Taxes after adjustment for EIC Enter the amount from box 10

Note:

If tax period is 201103 or subsequent, this field will not display to the operator

Total Deposits [Line 11 /Line 13]
  • For 201703 and subsequent prompt is Total Deposits Line 13

  • For 201612 and prior prompt is Total Deposits Line 11

Total Deposits Enter the amount from box 11 (2016 or prior) or box 13 (2017 and subsequent)
Research Tax Credit [Line 11]

Note:

You will use these instructions for 2017 and subsequent years only.

Small Business Payroll Research Tax Credit Enter the amount from Box 11.

Note:

If tax period is 201612 or prior this field will not display to the operator.


This fields must only have positive numbers
Total Taxes after Adjustments and Credits [Line 12]

Note:

You will use these instructions for 2017 and subsequent years only.

Total Taxes after Adjustments and Credits Enter the amount from Box 12.

Note:

If tax period is 201612 or prior this field will not display to the operator.

Exempt Wages/Qual Emp [Line 12d]

Note:

Line 12d is only valid for tax period 201006. If Line 12d does not display, press <F4> and enter 10.

Exempt wages/tips paid to qualified employees March 19-31 Enter the amount from box 12d.
Total Line 12d x 0.062 [Line 12e]

Note:

Line 12e is only valid for tax period 201006. If Line 12e does not display, press <F4> and enter 10.

Line 12d X .062 Enter the amount from box 12e.
  • Total Line 11 plus 12a [Line 13] for 201003 and prior, or 201009 through 201312.

  • Total Line 11 + 12a + 12e [Line 13] for 201006 only.

Note:

Line 13 is only valid for tax period 200903 through 201312. If Line 13 does not display, press <F4> and enter 09, 10, 11, 12 or 13, based on other line numbers present.

Total Payments Enter the amount from box 13.

Note:

If tax period is 201703 or subsequent, this field will not display to the operator.

Balance Due [Line 14] Balance Due Enter the Balance Due from box 14 (box 12 for 2014-2016 and 2008 and prior revisions).
Overpayment [Line 15] Overpayment Enter the Overpayment amount from box 15. (box 13 for 2014-2016 and 2008 and prior revisions).
Refund [Line 15]

Note:

[Line 13] for 2014-2016 and 2008 and prior revisions).

Refund Indicator
  • Enter an X if ONLY the Send a Refund box is checked.

  • If both boxes are checked, no box is checked, or Apply to next return box is checked, leave the Refund Indicator blank (press <Enter>).

Form 941 Page 2

OE/DV Screen Prompt Description Instructions
State

Note:

Deposit State is only valid for Tax Periods 201112 and prior

Deposit State Enter the State Code from box 16 (box 14 for 2008 and prior revisions).

Note:

MU is a valid state code for those businesses operating in multiple states.

1st Month Liability Month 1 Enter the amount from box 16, Month 1 (2012-2013 and 2017 and subsequent), box 17, Month 1 (2009-2011 revisions), box 15, Month 1 (2008 and prior revisions) or box 14, Month 1 (2014-2016 revisions).
2nd Month Liability Month 2 Enter the amount from box 16, Month 2 (2012-2013 and 2017 and subsequent), box 17, Month 2 (2009-2011 revisions), box 15, Month 2 (2008 and prior revisions) or box 14, Month 2 (2014-2016 revisions).
3rd Month Liability Month 3 Enter the amount from box 16, Month 3 (2012-2013 and 2017 and subsequent), box 17, Month 3 (2009-2011 revisions), box 15, Month 3 (2008 and prior revisions) or box 14, Month 3 (2014-2016 revisions).
Final Final Return Enter an "X" if Part 3 box 17 (2012-2013 and 2017 and subsequent), box 18 (2009-2011 revisions), box 16 (2008 and prior revisions) or box 15 (2014-2016 revisions) if marked.
Seasonal Seasonal Employer Enter an "X" if Part 3 box 18 (2012-2013 and 2017 and subsequent), box 19 (2009-2011 revisions), box 17 (2008 and prior revisions) or box 16 (2014-2016 revisions) if marked.
3rd Party Third Party Designee Check box Enter an "X" if "Yes" box is marked in Part 4. If the "No" box, neither box or Both boxes are checked, press <Enter>.
3rd Party PIN Third Party Designee’s ID Number Enter the Third Party Designee’s ID number as shown. Refer to IRM 3.41.276.16, Other Validations, for complete instructions.
PTIN PTIN Enter as shown. This entry is the (PTIN) "Preparer TIN" , which consists of the letter "P" , followed by 8 numerics.

Note:

If information appears other than in designated box (for example: stamp information) enter it.

If incomplete, illegible, more or less than 9 characters, press <F3> to clear the field and <Enter>.
Prep EIN Preparer’s EIN Enter the Preparer’s EIN. If incomplete, illegible, more or less than nine numerics, press <F3> to clear the field and <Enter>.

Note:

If information appears other than in designated box (for example: stamp information) enter it.

Prep Phone Preparer’s Telephone Number Enter the Preparer’s telephone number.
  1. If the number contains 11 digits and the first digit is 1, skip the first digit and input the remaining 10 digits.

  2. For all other 11 digit numbers, or numbers with more than or less than 10 digits, or numbers that are illegible; press <F3> to clear the field and <Enter>.

Note:

If information appears other than in designated box (for example: stamp information) enter it.

Form 941 Schedule B

OE/DV Screen Prompt Description Instructions
Month 1 [Line 1 thru Line 31] Tax Liability, Month 1
  • Enter the (ROFTL) amounts from the Schedule B Report of Tax Liability for Semiweekly Schedule Depositors, boxes 1 thru 31, Month 1.

  • If incomplete , press <F3> to clear the field and <Enter>.

Note:

If boxes 1 through 31 are blank but the "Tax Liability for Month" has an amount, enter the amount on the last calendar day for that month.

Month 2 [Line 1 thru Line 31] Tax Liability, Month 2
  • Enter the (ROFTL) amounts from the Schedule B Report of Tax Liability for Semiweekly Schedule Depositors, boxes 1 thru 31, Month 2.

  • If incomplete press <F3> to clear the field and <Enter>.

Note:

If boxes 1 through 31 are blank but the "Tax Liability for Month" has an amount, enter the amount on the last calendar day for that month.

Month 3 [Line 1 thru Line 31] Tax Liability, Month 3
  • Enter the (ROFTL) amounts from the Schedule B Report of Tax Liability for Semiweekly Schedule Depositors, boxes 1 thru 31, Month 3.

  • If incomplete press <F3> to clear the field and <Enter>.

Note:

If boxes 1 through 31 are blank but the "Tax Liability for Month" has an amount, enter the amount on the last calendar day for that month.

Reminder:

If Schedule B is illegible, suspend the UW as "Poor Quality Image" . (<F9>; press "S" ; select "Poor Quality Image" ). If after suspending for "Poor Quality Image" you are still unable to determine the correct money amount, press <F3> to clear the field and then press <Enter>.

Form 941 Schedule R and Schedule R Continuation Sheet

Note:

Schedule R is only valid for Tax Period 201003 and subsequent.

OE/DV Screen Prompt Description Instructions
Enter Form Layout Year Valid Schedule R form year Enter last two digits from form code ID in top right corner of form. Valid entries are "10, 11, 12, 13 or 17."
EIN Employer EIN from top of page Enter the Employer EIN from the top of the page. Note: EIN cannot be blank.
  1. If Schedule R EIN is different from the EIN on page 1, the screen will display the EIN from page 1 and "Employer EIN inconsistent. Please Verify." will display on the bottom of the screen

  2. Correct any invalid characters, press <Enter>.

  3. If the EIN on the Schedule R was entered correctly and is different than the EIN on page 1, press <Enter>.

  4. If the EIN on the Schedule R is blank, press <Ctrl>-<D> key combination. This will duplicate the EIN from page 1.

  5. If the number is incomplete or illegible, input the available numbers and insert a period for the remaining spaces. ( 91.111.11 or 911111...)

  6. If the EIN is blank and the EIN from page 1 is also blank, enter 9 periods (.).

  7. If the EIN has more than 9 digits, enter the first 9 digits.

Type of Filer-Section 3504 Agent

Reminder:

You will use these instructions for tax year 2017 and subsequent revisions only.

Type of Filer-Section 3504 Agent Enter an X if the Section 3504 Agent box is marked.

Note:

If tax period is 201612 or prior this field will not display to the operator.

Type of Filer-CPEO

Reminder:

You will use these instructions for tax year 2017 and subsequent revisions only.

Type of Filer-Certified Professional Employer Organization (CPEO) Enter an X if the CPEO box is marked.

Note:

If tax period is 201612 or prior this field will not display to the operator.

LN 1, Col a - EIN

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Clients EIN Enter the Clients EIN from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (a).
a. EIN must be 9 positions. Valid characters are 0–9 and period (.)
b. If number is more than nine (9) numeric, enter only the first nine (9) digits.
c. If any number is illegible, enter a period (.) in place of the number (Example: 91.1..111).
d. If the number is incomplete, input the available numbers and put a period in the remaining spaces.
e. If the number is missing, put in nine (9) periods.
f. Cannot be blank if money amounts are present on same line.
LN 1, Col b Type of Wages

Note:

This will also appear for Lines 2 through 10 on the Schedule R and Lines 1 through 23 of the Schedule R Continuation Sheet.

 

Reminder:

You will use these instructions for tax years 2017 and subsequent revisions only.

Type of Wages, tips and other compensation (CPEO Use Only)
  • Enter the Type of Wages from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (b).

  • If Type of wage is invalid, delete the invalid code. Valid codes are A, B, C, D and blank.

  • If more than one code is present, press <F3> to clear the field and then press <Enter>

 

Note:

If tax period is 201612 or prior this field will not display to the operator.

  • LN 1, Col c Wages

  • LN 1, Col b Wages (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Wages, tips and other compensation allocated to the listed client EIN from Form 941, line 2 Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (c) or column (b) for tax years 2010-2016
  • LN 1, Col d Tx Withheld

  • LN 1, Col c Tx Withheld (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Income Tax Withheld from wages, tips, and other compensation allocated to the listed client EIN from Form 941, line 3. Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (c) or column (b) for tax years 2010-2016
  • LN 1, Col e - SS/Med

  • LN 1, Col d - SS/Med (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Social Security and Medicare Taxes allocated to the listed client EIN from Form 941, line 5e. Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (e) or column (d) for tax years 2010-2016
  • LN 1 Col f - 3121q

  • LN 1 Col e - 3121q (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Section 3121(q) Notice and Demand-Tax due on unreported tips allocated to the listed client EIN from Form 941, line 5f Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (f) or column (e) for tax years 2010-2016
LN 1. Col f - Advance EIC

Note:

This will also appear for Line 2 through line 15 on the Schedule R and Lines 1 through 25 of the Schedule R Continuation Sheet.

 

Reminder:

You will use these instructions for tax year 2010 only

Advance earned income credit payments allocated to the listed client EIN from line 9 of Form 941. Enter the amount from box 1 through 15 and/or box 1 thru 25 on Continuation Sheet, column (f).

Note:

If tax period is 201103 or subsequent this field will not display to the operator.

LN 1, Col g Qual Tax Credit

Note:

This will also appear for Lines 2 through 10 on the Schedule R and Lines 1 through 23 of the Schedule R Continuation Sheet.

 

Reminder:

You will use these instructions for tax year 2017 and subsequent revisions only.

Qualified small business payroll tax credit for increasing research activities allocated to the listed client EIN from Form 941, line 11 Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (g).

Note:

If tax period is 201612 or prior this field will not display to the operator.

  • LN 1, Col i - Tot Deposits

  • LN 1, Col g - Tot Dep (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Deposits from Form 941, line 13 (line 11 tax years 2010-2016), plus any payments made with the return allocated to the listed client EIN.(line 10 for tax years 2012-2016). Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (i) or column (g) for tax years 2010-2016
  • LN 1. Col h - Tax Adj

  • LN 1. Col f - Tax Adj (for tax years 2012-2016)

  • LN 1. Col e - Tax Adj (for tax years 2010-2011)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Tax after Adjustment is allocated to the listed client EIN from Form 941, line 12 (line 10 for tax years 2012-2016 and line 8 for tax years 2010-2011). Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (h) or column (f) for tax years 2012-2016 or column (e) for tax years 2010-2011.
  • Line 11/Line 24, Column c through Column i

  • Line 16/Line 26, Column b through Column g (for tax years 2010-2016)

Subtotal for Clients Enter the amount from box 11 or box 16 for tax years 2010-2016 and/or box 24 or box 26 for tax years 2010-2016 on the Continuation Sheet for Columns (c) through (i) or column (b) through (g) for tax years 2010-2016
  • Line 12, Column c through Column i

  • Line 17, Column b through Column g (for tax years 2010-2016)

Combined subtotals of all Continuation Sheets. Enter the amount from box 12 or box 17 for tax years 2010-2016 for Columns (c) through (i).
  • Line 13, Column c through Column i

  • Line 18, Column b through Column g (for tax years 2010-2016)

Form 941 amounts for your employees Enter the amount from box 13 or box 18 for tax years 2010-2016 for columns (c) through (i).
  • Line 14, Column c through Column i

  • Line 19, Column b through Column g (for tax years 2010-2016)

Total of Line 11, Line 12 and Line 13 (Line 16, Line 17 and Line 18 for Tax years 2010-2016. Enter the amount from box 14 or box 19 for tax years 2010-2016 for Columns (c) through (i).

Reminder:

If any item on the Schedule R is illegible, suspend the UW as "Poor Quality Image" . (<F9>; press "S" ; select "Poor Quality Image." ). If after suspending for "Poor Quality Image" you are still unable to determine the correct money amount, press <F3> to clear the field and then press <Enter>.

Transcription Sheets (Form 943 with Schedule R and All Stand-Alone Schedule R)

Form 943 with Schedule R and Stand-Alone 943 Schedule R

Note:

943 Schedule R is only valid for Tax Period 201703 and subsequent.

OE/DV Screen Prompt Description Instructions
Enter Form Layout Year Valid Schedule R form year Enter last two digits from form code ID in top right corner of form. Valid entries are "17."
Tax Year Tax Year The Tax Year is a MUST ENTER FIELD and requires two consecutive matching entries.
  1. Enter the tax year from the Report for Calendar Year Box

  2. Enter the tax year edited at the top of the form

  3. If unable to determine the tax year, process as current year.

EIN Employer EIN from top of page Enter the Employer EIN from the top of the page. Note: EIN cannot be blank.
  1. If Schedule R EIN is different from the EIN on page 1, the screen will display the EIN from page 1 and "Employer EIN inconsistent. Please Verify." will display on the bottom of the screen

  2. Correct any invalid characters, press <Enter>.

  3. If the EIN on the Schedule R was entered correctly and is different than the EIN on page 1, press <Enter>.

  4. If the EIN on the Schedule R is blank, press <Ctrl>-<D> key combination. This will duplicate the EIN from page 1.

  5. If the number is incomplete or illegible, input the available numbers and insert a period for the remaining spaces. ( 91.111.11 or 911111...)

  6. If the EIN is blank and the EIN from page 1 is also blank, enter 9 periods (.).

  7. If the EIN has more than 9 digits, enter the first 9 digits.

Type of Filer-Section 3504 Agent Type of Filer-Section 3504 Agent Enter an X if the Section 3504 Agent box is marked.
Type of Filer-CPEO Type of Filer-Certified Professional Employer Organization (CPEO) Enter an X if the CPEO box is marked.
LN 1, Col a - EIN Clients EIN Enter the Clients EIN from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (a).
a. EIN must be 9 positions. Valid characters are 0–9 and period (.)
b. If number is more than nine (9) numeric, enter only the first nine (9) digits.
c. If any number is illegible, enter a period (.) in place of the number (Example: 91.1..111).
d. If the number is incomplete, input the available numbers and put a period in the remaining spaces.
e. If the number is missing, put in nine (9) periods.
f. Cannot be blank if money amounts are present on same line.
LN 1, Col b Type of Wages Type of Wages, tips and other compensation (CPEO Use Only)
  • Enter the Type of Wages from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (b).

  • If Type of wage is invalid, delete the invalid code. Valid codes are A, B, C, D and blank.

  • If more than one code is present, press <F3> to clear the field and then press <Enter>

LN 1, Col c Social Security Tax Social Security Tax allocated to the listed client EIN from Form 943, line 3 Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (c)
LN 1, Col d Medicare Tax Medicare Tax allocated to the listed client EIN from Form 943, line 5. Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (d)
LN 1, Col e - Add Med Tx Additional Medicare Tax Withholding allocated to the listed client EIN from Form 943, line 7. Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (e) or column
LN 1 Col f - Fed Income Tx Federal Income Tax withheld allocated to the listed client EIN from Form 943, line 8. Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (f)
LN 1. Col g -Qual Tax Credit Qualified small business payroll tax credit for increasing research activities allocated to the listed client EIN from Form 943, line 12. Enter the amount from box 1 through 15 and/or box 1 thru 25 on Continuation Sheet, column (f).
LN 1, Col h Tax Adj Total Tax after Adjustments and Credits allocated to the listed client EIN from Form 943, line 13. Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (g).
LN 1, Col i - Tot Deposits Total Deposits from Form 943, line 14, plus any payments made with the return allocated to the listed client EIN. Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (i)
Line 11/Line 24, Column c through Column i Subtotal for Clients Enter the amount from box 11 and/or box 24 on the Continuation Sheet for Columns (c) through (i)
Line 12, Column c through Column i Combined subtotals of all Continuation Sheets. Enter the amount from box 12 for Columns (c) through (i).
Line 13, Column c through Column i Form 943 amounts for your agricultural employees Enter the amount from box 13 for Columns (c) through (i).
Line 14, Column c through Column i Total of Line 11, Line 12 and Line 13. Enter the amount from box 14 for Columns (c) through (i).

Reminder:

If any item on the Schedule R is illegible, suspend the UW as "Poor Quality Image" . (<F9>; press "S" ; select "Poor Quality Image." ). If after suspending for "Poor Quality Image" you are still unable to determine the correct money amount, press <F3> to clear the field and then press <Enter>.

Stand-Alone 940 Schedule R

Note:

Schedule R is only valid for Tax Period 2011 and subsequent.

Form 940 Schedule R

OE/DV Screen Prompts Description Instructions
Enter Form Layout Year Valid Schedule R form year Enter last two digits from form code ID in top right corner of form. Valid entries are "10, 11, 12, 13 or 17."
Tax Year Tax Year The Tax Year is a MUST ENTER FIELD and requires two consecutive matching entries.
  1. Enter the tax year from the Report for Calendar Year Box

  2. Enter the tax year edited at the top of the form

  3. If unable to determine the tax year, process as current year.

EIN Employer EIN from top of page Enter the Employer EIN from the top of the page.
a. If Schedule R EIN is different from EIN on page 1, the screen will display the EIN from page 1 and "Employer EIN inconsistent, Please Verify" will display on the bottom of the screen.
b. Correct any invalid characters, press <Enter>.
c. If EIN on Schedule R was entered correctly and is different from the EIN on page 1, press <Enter>.
d. If the Schedule R EIN is blank, press the <Ctrl>-<D> key combination. This will duplicate the EIN from page 1 of the form.
e. If the number is incomplete or illegible, input the available numbers and insert a period in the remaining spaces (e.g., 91.111.11 or 911111...)
f. If the EIN from the Schedule R and page 1 is missing, enter 9 periods.
g. If the EIN has more than 9 digits, enter the first 9 digits.
Type of Filer-Section 3504 Agent

Reminder:

You will use these instructions for 2017 and subsequent revisions only.

Type of Filer-Section 3504 Agent Enter an X if the Section 3504 Agent box is marked.

Note:

If tax year is 2016 or prior this field will not display to the operator.

Type of Filer-CPEO

Reminder:

You will use these instructions for 2017 and subsequent revisions only.

Type of Filer-Certified Professional Employer Organization (CPEO) Enter an X if the CPEO box is marked.

Note:

If tax year is 2016 or prior this field will not display to the operator.

LN 1 , Column a. Clients EIN

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

Clients Employer. Identification Number EIN Enter the Clients EIN from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior)on Continuation Sheet, column (a).
a. EIN must be 9 positions. Valid characters are 0–9 and period (.)
b. If number is more than nine (9) numeric, enter only the first nine (9) digits.
c. If any number is illegible, enter a period (.) in place of the number (Example: 91.1..111).
d. If the number is incomplete, input the available numbers and put a period in the remaining spaces.
e. If the number is missing, put in nine (9) periods.
f. Cannot be blank if money amounts are present on same line.
LN 1 , Column b. State Code

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

State abbreviation from Form 940 Line 1a or Schedule A (Form 940) Enter the state code from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior)on Continuation Sheet, Column (b).
LN 1, Column c. Type of Wages

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 of the Schedule R Continuation Sheet.

Reminder:


You will use these instructions for 2017 and subsequent years only.

Type of Wages, tips and other compensation (CPEO Use Only)
  • Enter the Type of Wages from box 1 through 15 and/or box 1 through 22 on Continuation Sheet, column (c).

  • If Type of wage is invalid, delete the invalid code. Valid codes are A, B, C, D and blank.

  • If more than one code is present, press <F3> to clear the field and then press <Enter>

 

Note:

If tax year is 2016 or prior this field will not display to the operator.

  • LN 1, Col d Total Taxable FUTA Wages

  • LN 1, Col c Total Taxable FUTA Wages (Tax Years 2011-2016)

 

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

Total Taxable FUTA wages allocated to the listed client EIN from Form 940, line7/7a. Enter the money amount from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior)on Continuation Sheet, Column (d) [Column (c) for tax years 2011-2016].
  • LN 1 , Column e Total Adj FUTA Tax

  • LN 1 , Column d Total Adj FUTA Tax (Tax Years 2011-2016)

 

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

Total Adjustment to FUTA tax allocated to the listed client EIN from Form 940, line 9 or line 10. Enter the money amount from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior)on Continuation Sheet, Column (e). [Column (d) for tax years 2011-2016].
  • LN 1, Column f Credit Reduction

  • LN 1, Column e Credit Reduction

 

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

Credit reduction amount allocated to the listed client EIN from Form 940, line 11. Enter the money amount from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior)on Continuation Sheet, Column (f). [Column (e) for tax years 2011-2016].
  • LN 1, Column g Total FUTA after Adj

  • LN 1, Column f Total FUTA after Adj

 

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

Total FUTA Tax after Adjustments allocated to the listed client EIN from Form 940, line 12. Enter the money amount from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior)on Continuation Sheet, Column (g). [Column (f) for tax years 2011-2016].
  • LN 1, Column h Total Deposits

  • LN 1, Column g Total Deposits

 

Note:

This will also appear for Lines 2 through 15 on the Schedule R and Lines 1 through 22 (Lines 1 through 25 for tax years 2011-2016) of the Schedule R Continuation Sheet.

Total FUTA Tax deposits from Form 940, line 13, Plus any payments made with the return allocated to the listed client EIN. Enter the money amount from Line 1 through 15 and/or Lines 1 through 22 (Lines 1 through 25 on tax year 2016 and prior) on Continuation Sheet, Column (h). [Columns (c) through (g) for tax years 2011-2016].
  • Line 16/Line 23, Column c through Column h

  • Line 16/Line 26, Column (c) through Column(g) (for tax years 2011-2016)

Subtotal for Clients Enter the money amount from Line 16 and/or Line 23 (Line 26 for tax years 2011-2016 )on the Continuation Sheet for columns (c) through (h). [Columns (c) through (g) for tax years 2011-2016].
  • Line 17, Column c through Column h

  • Line 17, Column (c) through Column(g) (for tax years 2011-2016)

Combined subtotals of all Continuation Sheets. Enter the money amount from Line 17 for columns (c) through (h). [Columns (c) through (g) for tax years 2011-2016].
  • Line 18, Column c through Column h

  • Line 18, Column (c) through Column(g) (for tax years 2011-2016)

Form 940 amounts for your employees. Enter the money amount from Line 18 for columns (c) through (h). [Columns (c) through (g) for tax years 2011-2016].
  • Line 19, Column c through Column h

  • Line 19, Column (c) through Column(g) (for tax years 2011-2016)

Total of Lines 16, 17 and 18 Enter the money amount from Line 19 for columns (c) through (h). [Columns (c) through (g) for tax years 2011-2016].
 

Reminder:

If any field on the Schedule R is illegible, suspend the UW as "Poor Quality Image" . (<F9>; press "S" ; select "Poor Quality Image" .) If after suspending for "Poor Quality Image" you are still unable to determine the correct field entry, press <F3> to clear the field and then press <Enter>.

Stand-Alone 941 Schedule R

Note:

Schedule R is only valid for Tax Period 201003 and subsequent.

OE/DV Screen Prompt Description Instructions
Enter Form Layout Year Valid Schedule R form year Enter last two digits from form code ID in top right corner of form. Valid entries are "10, 11, 12, 13 or 17."
Tax Qtr Tax Qtr The Tax Qtr is a MUST ENTER FIELD and requires two consecutive matching entries.
  1. Enter the Tax Qtr from the Report for Calendar Year Box

  2. Enter the Tax Qtr edited at the top of the form

  3. If unable to determine the Tax Qtr, process as current year.

Note:

Do not transcribe century digits "19" or "20" . Enter the last two digits of the year (located in the upper left corner of the return) and 03, 06, 09, or 12 to indicate 1st, 2nd, 3rd, or 4th quarter, respectively.

EIN Employer EIN from top of page Enter the Employer EIN from the top of the page. Note: EIN cannot be blank.
  1. If Schedule R EIN is different from the EIN on page 1, the screen will display the EIN from page 1 and "Employer EIN inconsistent. Please Verify." will display on the bottom of the screen

  2. Correct any invalid characters, press <Enter>.

  3. If the EIN on the Schedule R was entered correctly and is different than the EIN on page 1, press <Enter>.

  4. If the EIN on the Schedule R is blank, press <Ctrl>-<D> key combination. This will duplicate the EIN from page 1.

  5. If the number is incomplete or illegible, input the available numbers and insert a period for the remaining spaces. ( 91.111.11 or 911111...)

  6. If the EIN is blank and the EIN from page 1 is also blank, enter 9 periods (.).

  7. If the EIN has more than 9 digits, enter the first 9 digits.

Type of Filer-Section 3504 Agent

Reminder:

You will use these instructions for tax year 2017 and subsequent revisions only.

Type of Filer-Section 3504 Agent Enter an X if the Section 3504 Agent box is marked.

Note:

If tax period is 201612 or prior this field will not display to the operator.

Type of Filer-CPEO

Reminder:

You will use these instructions for tax year 2017 and subsequent revisions only.

Type of Filer-Certified Professional Employer Organization (CPEO) Enter an X if the CPEO box is marked.

Note:

If tax period is 201612 or prior this field will not display to the operator.

LN 1, Col a - EIN

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Clients EIN Enter the Clients EIN from box 1 through 10 or (box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (a).
a. EIN must be 9 positions. Valid characters are 0–9 and period (.)
b. If number is more than nine (9) numeric, enter only the first nine (9) digits.
c. If any number is illegible, enter a period (.) in place of the number (Example: 91.1..111).
d. If the number is incomplete, input the available numbers and put a period in the remaining spaces.
e. If the number is missing, put in nine (9) periods.
f. Cannot be blank if money amounts are present on same line.
LN 1, Col b Type of Wages.

Note:

This will also appear for Lines 2 through 10 on the Schedule R and Lines 1 through 23 of the Schedule R Continuation Sheet.

 

Reminder:

You will use these instructions for tax years 2017 and subsequent revisions only.

Type of Wages, tips and other compensation (CPEO Use Only)
  • Enter the Type of Wages from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (b).

  • If Type of wage is invalid, delete the invalid code. Valid codes are A, B, C, D and blank.

  • If more than one code is present, press <F3> to clear the field and then press <Enter>

 

Note:

If tax period is 201612 or prior this field will not display to the operator.

  • LN 1, Col c Wages

  • LN 1, Col b Wages (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Wages, tips and other compensation allocated to the listed client EIN from Form 941, line 2 Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (c) or column (b) for tax years 2010-2016
  • LN 1, Col d Tx Withheld

  • LN 1, Col c Tx Withheld (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Income Tax Withheld from wages, tips, and other compensation allocated to the listed client EIN from Form 941, line 3. Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (c) or column (b) for tax years 2010-2016
  • LN 1, Col e - SS/Med

  • LN 1, Col d - SS/Med (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Social Security and Medicare Taxes allocated to the listed client EIN from Form 941, line 5e. Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (e) or column (d) for tax years 2010-2016
  • LN 1 Col f - 3121q

  • LN 1 Col e - 3121q (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Section 3121(q) Notice and Demand-Tax due on unreported tips allocated to the listed client EIN from Form 941, line 5f Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (f) or column (e) for tax years 2010-2016
LN 1. Col f - Advance EIC

Note:

This will also appear for Line 2 through line 15 on the Schedule R and Lines 1 through 25 of the Schedule R Continuation Sheet.

 

Reminder:

You will use these instructions for tax year 2010 only.

Advance earned income credit payments allocated to the listed client EIN from line 9 of Form 941. Enter the amount from box 1 through 15 and/or box 1 thru 25 on Continuation Sheet, column (f).

Note:

If tax period is 201103 or subsequent this field will not display to the operator.

LN 1, Col g Qual Tax Credit

Note:

This will also appear for Lines 2 through 10 on the Schedule R and Lines 1 through 23 of the Schedule R Continuation Sheet.

 

Reminder:

You will use these instructions for tax year 2017 and subsequent revisions only.

Qualified small business payroll tax credit for increasing research activities allocated to the listed client EIN from Form 941, line 11 Enter the amount from box 1 through 10 and/or box 1 through 23 on Continuation Sheet, column (g).

Note:

If tax period is 201612 or prior this field will not display to the operator.

  • LN 1, Col i - Tot Deposits

  • LN 1, Col g - Tot Deposits (for tax years 2010-2016)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Deposits from Form 941, line 13 (line 11 tax years 2010-2016), plus any payments made with the return allocated to the listed client EIN.(line 10 for tax years 2012-2016). Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (i)or column (g) for tax years 2010-2016
  • LN 1. Col h - Tax Adj

  • LN 1. Col f - Tax Adj (for tax years 2012-2016)

  • LN 1. Col e - Tax Adj (for tax years 2010-2011)

 

Note:

This will also appear for Lines 2 through 10 (Lines 2 through 15 for tax years 2010-2016) on the Schedule R and Lines 1 through 23 (Lines 1 through 25 for tax years 2010-2016) of the Schedule R Continuation Sheet.

Total Tax after Adjustment is allocated to the listed client EIN from Form 941, line 12 (line 10 for tax years 2012-2016 and line 8 for tax years 2010-2011). Enter the amount from box 1 through 10 or box 1 through 15 for tax years 2010-2016 and/or box 1 through 23 or box 1 through 25 for tax years 2010-2016 on Continuation Sheet, column (h) or column (f) for tax years 2012-2016 or column (e) for tax years 2010-2011.
  • Line 11/Line 24, Column c through Column i

  • Line 16/Line 26, Column b through Column g (for tax years 2010-2016)

Subtotal for Clients Enter the amount from box 11 or box 16 for tax years 2010-2016 and/or box 24 or box 26 for tax years 2010-2016 on the Continuation Sheet for Columns (c) through (i) or column (b) through (g) for tax years 2010-2016
  • Line 12, Column c through Column i

  • Line 17, Column b through Column g (for tax years 2010-2016)

Combined subtotals of all Continuation Sheets. Enter the amount from box 12 or box 17 for tax years 2010-2016 for Columns (c) through (i).
  • Line 13, Column c through Column i

  • Line 18, Column b through Column g (for tax years 2010-2016)

Form 941 amounts for your employees Enter the amount from box 13 or box 18 for tax years 2010-2016 for columns (c) through (i).
  • Line 14, Column c through Column i

  • Line 19, Column b through Column g (for tax years 2010-2016)

Total of Line 11, Line 12 and Line 13 (Line 16, Line 17 and Line 18 for Tax years 2010-2016. Enter the amount from box 14 or box 19 for tax years 2010-2016 for Columns (c) through (i).

Reminder:

If any field on the Schedule R is illegible, suspend the UW as "Poor Quality Image" . (<F9>; press "S" ; select "Poor Quality Image" .) If after suspending for "Poor Quality Image" you are still unable to determine the correct field entry, press <F3> to clear the field and then press <Enter>.

Street Abbreviations

Street address abbreviations that must be used when it is necessary to reduce the address to 35 characters. It is not necessary to abbreviate any word, if the address is less than 35 characters (including spaces). However, if the word is abbreviated or spelled out, it must agree with the chart below.

Note:

Abbreviate North, South, East and West only when it is used as a direction of a street, avenue, etc.

Note:

Do not abbreviate proper names of the street in the street address field.

WORD ABBREVIATION
Air Force Base AFB
Alley ALY
Annex ANX
Arcade ARC
Apartment APT
Avenue AVE
Basement BSMT
Bayou BYU
Beach BCH
Bend BND
Bluff BLF
Bottom BTM
Boulevard BLVD
Branch BR
Bridge BRG
Brook(s) BRK(S)
Building BLDG
Burg(s) BG(S)
Bypass BYP
Camp CP
Canyon CYN
Cape CPE
Causeway CSWY
Center(s) CTR(S)
Circle(s) CIR(S)
Cliff(s) CLF(S)
Club CLB
Common CMN
Corner(s) COR(S)
Course CRSE
Court(s) CT(S)
Cove(s) CVE(S)
Creek(s) CRK(S)
Crescent CRES
Crest CRST
Crossing XING
Crossroad XRD
Curve CURV
Dale DL
Dam DM
Department DEPT
Divide DV
Drive(s) DR(S)
East E
Estate(s) EST(S)
Expressway EXPY
Extension(s) EXT(S)
Fall(s) FLS
Ferry FRY
Field(s) FLD(S)
First 1ST
Flat(s) FLT(S)
Floor FL
Ford(s) FRD(S)
Forest FRST
Forge(s) FRG(S)
Fork(s) FRK(S)
Fort FT
Freeway FWY
Front FRNT
Garden(s) GDN(S)
Gateway GTWY
Glen(s) GLN(S)
Green(s) GRN(S)
Grove(s) GRV(S)
Hanger HNGR
Harbor(s) HBR(S)
Haven HVN
Heights HTS
Highway HWY
Highway Contract HC
Hill(s) HL(S)
Hollow HOLW
Inlet INLT
Island(s) IS(S)
Junction(s) JCT(S)
Key(s) KY(S)
Knoll(s) KNL(S)
Lake(s) LK(S)
Landing LNDG
Lane LN
Loaf LF
Lobby LBBY
Lock(s) LCK(S)
Lodge LDG
Lower LOWR
Manor(s) MNR(S)
Meadow(s) MDW(S)
Mill(s) ML(S)
Mission MSN
Motorway MTWY
Mount MT
Mountain(s) MTN(S)
Neck NCK
North N
Northeast NE
Northwest NW
Office OFC
One fourth, One quarter 1/4
One half 1/2
Orchard ORCH
Overpass OPAS
Parkway PKWY
Passage PSGE
Penthouse PH
Pines PNES
Place PL
Plain(s) PLN(S)
Plaza PLZ
Point(s) PT(S)
P.O. Box See IRM 3.41.276.13.8 (14) for instructions.
Prairie PR
Private Mail Box PMB
Radial RADL
Ranch RNCH
Rapid(s) RPD(S)
Rest RST
Ridge(s) RDG(S)
River RIV
Road(s) RD(S)
Room RM
Route RTE
Rural Route RR
Second 2ND
Shoal(s) SHL(S)
Shore(s) SHR(S)
Skyway SKWY
South S
Southeast SE
Southwest SW
Space SPC
Spring(s) SPG(S)
Square(s) SQ(S)
Station STA
Stravenue STRA
Stream STRM
Street(s) ST(S)
Suite STE
Summit SMT
Terrace TER
Third 3RD
Throughway TRWY
Trace TRCE
Track TRAK
Trafficway TRFY
Trail TRL
Trailer TRLR
Tunnel TUNL
Turnpike TPKE
Underpass UPAS
Union(s) UN(S)
Upper UPPR
Valley(s) VLY(S)
Viaduct VIA
View(s) VW(S)
Village(s) VLG(S)
Ville VL
Vista VIS
Well(s) WL(S)
West W

Alphabetical Listing of Major City Codes

Alphabetical listing of Major City Codes (MCC) in city order.

Note:

"MU" is a valid state code for box 16 on 2009-2011 revisions (box 14 for 2008 and prior revisions). It is not valid in the address field.

CITY STATE MCC ZIP CODE
Aberdeen SD AD 574
Abilene TX AB 796
Akron OH AK 443
Albany GA AY 317
Albany NY AL 122
Albuquerque NM AQ 871
Alexandria VA AX 223
Alhambra CA YA 918
Allentown PA AW 181
Amarillo TX AM 791
Anaheim CA AH 928
Anchorage AK AN 995, 996
Anderson SC AJ 296
Ann Arbor MI AP 481
Arlington TX IA 760
Arlington VA AR 222
Arvada CO AV 800, 804
Asheville NC AS 288
Athens GA AE 306
Atlanta GA AT 303, 311, 399
Atlantic City NJ AC 084
Auburn AL AF 368
Augusta ME AA 043
Augusta GA AG 309
Aurora CO AZ 800
Aurora IL AO 605
Austin TX AU 733, 787
Bakersfield CA BD 933
Baltimore MD BA 212
Baton Rouge LA BR 708
Battle Creek MI QK 490
Beaumont TX BT 777
Bellingham WA BH 982
Berkeley CA BE 947
Bethlehem PA BM 180
Billings MT IB 591
Biloxi MS BL 395
Binghamton NY BC 139
Birmingham AL BI 352
Bismarck ND BB 585
Bloomington IN BQ 474
Bloomington MN BN 554
Boca Raton FL BZ 334
Boise ID BS 837
Bossier City LA BW 711
Boston MA BO 021, 022
Boulder CO BV 803
Bradenton FL BG 342
Bremerton WA BY 983
Bridgeport CT BP 066
Bronx NY BX 104
Brooklyn NY BK 112
Brownsville TX BJ 785
Buffalo NY BF 142
Burlington VT BU 054
Cambridge MA CB 021, 022
Camden NJ CD 081
Canton OH CA 447
Cape Coral FL CF 339
Casper WY CZ 826
Cedar Rapids IA CR 524
Champaign IL CX 618
Chandler AZ YZ 852
Chapel Hill NC CJ 275
Charleston SC CT 294
Charleston WV CW 253
Charlotte NC CE 282
Charlottesville VA CV 229
Chattanooga TN CG 374
Chesapeake VA CP 233
Cheyenne WY CY 820
Chicago IL CH 606-608
Chula Vista CA DV 919
Cincinnati OH CN 452, 459
Clarkesville TN YN 370
Clearwater FL CQ 337
Cleveland OH CL 441
Colorado Springs CO CS 809
Columbia SC CU 292
Columbus GA CM 318, 319
Columbus OH CO 430, 432
Corpus Christi TX CC 783, 784
Cranston RI RT 029
Cumberland MD CK 215
Dallas TX DA 752,753
Davenport IA DP 528
Dayton OH DY 453, 454
Daytona Beach FL DF 321
Dearborn MI DB 481
Decatur IL DT 625
Denver CO DN 800-802
Des Moines IA DM 503, 509
Detroit MI DE 482
Dubuque IA DQ 520
Duluth MN DL 557, 558
Durham NC DU 277
East Lansing MI ET 488
East Orange NJ EO 070
East St. Louis IL ES 622
Easton PA EA 180
El Paso TX EP 799, 885
Elizabeth NJ EL 072
Erie PA ER 165
Eugene OR EU 974
Evanston IL EN 602
Evansville IN EV 477
Fairbanks AK FK 997
Fall River MA FR 027
Far Rockaway NY RK 110, 116
Fargo ND FA 581
Fayetteville AR FB 727
Fayetteville NC FN 283
Flint MI FT 485
Florence SC FE 295
Florence AL FC 356
Flushing NY FG 113
Fort Lauderdale FL FL 333
Fort Pierce FL FP 349
Fort Smith AR FS 729
Fort Wayne IN FY 468
Fort Worth TX FW 761
Fresno CA FO 936-938
Gainesville FL GF 326
Gaithersburg MD GG 208
Galveston TX GA 775
Garland TX GD 750
Gary IN GY 464
Gastonia NC GN 280
Glendale AZ GE 853
Glendale CA GL 912
Grand Rapids MI GR 495
Great Falls MT GT 594
Greeley CO GC 806
Green Bay WI GB 543
Greensboro NC GO 274
Greenville SC GV 296
Greenwood MS GW 389
Hackensack NJ HS 076
Hamilton OH HA 450
Hammond IN HM 463
Hampton VA HP 236
Harlingen TX HR 785
Harrisburg PA HG 171
Hartford CT HD 061
Hattiesburg MS HT 394
Helena MT HE 596
Henderson NV HF 890
Hialeah FL HI 330
High Point NC HC 272
Hollywood FL HW 330
Honolulu HI HL 968
Houston TX HO 770, 722
Huntington WV HN 257
Huntington Beach CA HB 926
Huntsville AL HU 358
Independence MO IE 640
Indianapolis IN IN 462
Inglewood CA ID 903
Irvine CA IV 926-927
Irving TX IR 750
Jackson MS JN 392
Jacksonville FL JV 320, 322
Jamaica NY JA 114
Jamestown NY JM 147
Janesville WI JE 535
Jersey City NJ JC 070, 073
Johnson City TN JH 376
Johnstown PA JO 159
Joliet IL JT 604
Jonesboro AR JB 724
Kalamazoo MI KZ 490
Kansas City KS KA 661
Kansas City MO KC 641, 649
Kennewick WA KW 993
Kenosha WI KE 531
Kingsport TN KP 376
Knoxville TN KN 379
La Cruces NM LZ 880
Lafayette IN LF 479
Lafayette LA LL 705
Lake Charles LA LC 706
Lakeland FL LK 338
Lakewood CO LW 800, 802, 804
Lancaster PA LP 176
Lansing MI LG 489
Laredo TX LD 780
Las Vegas NV LV 891
Lawrence MA LQ 018
Lewiston ME LT 042
Lexington KY LX 405
Lincoln NE LN 685
Little Rock AR LR 722
Long Beach CA LB 907, 908
Long Island City NY LI 111
Lorain OH LO 440
Los Angeles CA LA 900, 901
Louisville KY LE 402
Lowell MA LM 018
Lubbock TX LU 794
Lynn MA LY 019
Macon GA MA 312
Madison WI MN 537
Manchester NH MR 031
Marietta GA MT 300
Melbourne FL ML 329
Memphis TN ME 375, 381
Meridian MS MD 393
Mesa AZ MZ 852
Metairie LA MI 700
Miami FL MF 330-332
Milwaukee WI MW 532
Minneapolis MN MS 554
Missoula MT MM 598
Mobile AL MO 366
Modesto CA MC 953
Monroe LA MB 712
Montgomery AL MG 361
Muskegon MI MK 494
N. Little Rock AR NL 721
Naperville IL NP 605
Nashau NH NS 030
Nashville TN NA 372
New Bedford MA ND 027
New Brunswick NJ NB 089
New Haven CT NH 065
New Orleans LA NO 701
New York NY NY 100-102
Newark NJ NK 071
Newport News VA NN 236
Newton MA NE 024
Niagara Falls NY NF 143
Norfolk VA NV 235
Norman OK NR 730
North Charleston SC NC 294
North Hollywood CA NW 916
North Las Vegas NV NT 890
Oak Park IL OP 603
Oakland CA OA 946
Oceanside CA OE 920
Ogden UT OG 842, 844
Oklahoma City OK OC 731
Olympia WA OL 985
Omaha NE OM 681
Orlando FL OR 328
Oshkosh WI OK 549
Overland Park KS OV 662
Owensboro KY OW 423
Oxnard CA OX 930
Palo Alta CA PQ 943
Parkersburg WV PK 261
Parma OH PZ 441
Pasadena CA PD 910, 911
Paterson NJ PN 075
Pembroke Pines FL PP 330
Pensacola FL PE 325
Peoria AZ PY 853
Peoria IL PL 616
Petersburg VA PG 238
Philadelphia PA PH 190-192
Phoenix AZ PX 850
Pine Bluff AR PB 716
Pittsburgh PA PI 151, 152
Pocatello ID PC 832
Port Arthur TX PA 776
Portland ME PT 041
Portland OR PO 972
Portsmouth NH PS 038
Portsmouth VA PM 237
Providence RI PR 029
Provo UT PV 846
Pueblo CO PU 810
Punta Gorda FL PJ 339
Quincy MA QU 021, 022
Racine WI RA 534
Raleigh NC RL 276
Reading PA RD 196
Reno NV RE 895
Richmond VA RI 231, 232
Riverside CA RS 925
Roanoke VA RO 240
Rochester NY RC 146
Rock Hill SC RH 297
Rockford IL RF 611
Sacramento CA SC 942, 958
Saginaw MI SG 486
Salem OR XR 973
Salinas CA YL 939
Salt Lake City UT XU 841
San Antonio TX SO 782
San Bernardino CA SR 924
San Diego CA SD 921
San Francisco CA SF 941
San Jose CA SJ 951
Santa Ana CA SA 927
Santa Barbara CA SZ 931
Sante Fe NM YF 875
Sarasota FL XS 342
Savannah GA GS 314
Schenectady NY SK 120, 123
Scottsdale AZ YS 852
Scranton PA XC 185
Seattle WA SE 981
Shawnee Mission KS SM 662
Sheboygan WI XB 530
Shreveport LA SH 711
Silver Spring MD SS 209
Sioux City IA SX 511
Sioux Falls SD IQ 571
South Bend IN SB 466
Spartanburg SC SQ 293
Spokane WA SW 992
Springfield IL XL 627
Springfield MA XA 011
Springfield MO XO 657, 658
Springfield OH XH 455
St Joseph MO XM 645
St Louis MO SL 631
St Paul MN SU 551
St Petersburg FL SP 337
Stamford CT ST 069
Staten Island NY SI 103
Sterling Heights MI YH 483
Stockton CA SN 952
Syracuse NY SY 132
Tacoma WA TC 984
Tallahassee FL TL 323
Tampa FL TA 336
Tempe AZ TE 852
Terre Haute IN TH 478
Titusville FL TT 327
Toledo OH TO 436
Topeka KS TP 666
Torrance CA TN 905
Trenton NJ TR 086
Tucson AZ TU 857
Tulsa OK TS 741
Tuscaloosa AL TB 354
Utica NY UT 135
Van Nuys CA VN 913, 914
Vancouver WA VA 986
Virginia Beach VA VB 234
Waco TX WX 767
Warren OH WO 444
Warren MI WR 480
Warwick RI WW 028
Washington DC DC DC 200, 202-205, 569
Waterbury CT WT 067
Waterloo IA WL 507
West Allis WI WA 532
West Palm Beach FL WP 334
West Valley City UT WC 841
Westminister CO WD 800, 802
Wheeling WV WH 260
White Plains NY WJ 106
Wichita KS WK 672
Wichita Falls TX WF 763
Wilkes-Barre PA WB 187
Williamsport PA WM 177
Wilmington DE WI 198
Wilmington NC WN 284
Winston-Salem NC WS 271
Winter Haven FL WG 338
Worcester MA WE 016
Yonkers NY YK 107
York PA YR 173, 174
Youngstown OH YO 445

Function Key List

Key Description
<F2> Deletes the characters in the current field to the right of the cursor position.
<F3> Deletes all characters in the field and places the cursor at the beginning of the field.
<F4> Allows the operator to change the Form year on a 941 that was mis-recognized. When the <F4> key is pressed, the operator will receive a prompt to enter a 2 digit year.
  • If the form year is 2017 or 2018, enter "17"

  • If the form year is 2014, 2015 or 2016, enter "14" .

  • If the form year is 2013, enter "13"

  • If the form year is 2012, enter "12"

  • . If the form year is 2011 enter "11."

  • If the form year is 2nd QTR 2010 through 4th QTR 2010, enter "10"

  • If the form year is 2009 through 1st QTR 2010 enter "09" .

  • If the form year is 2008 or prior, enter "08" .
    Once the year is entered, the appropriate fields will be displayed.

<F5> Allows the operator to move the entry field so that it appears in different places relative to the area on the scanned image.
<F6> Releases a document and brings up the next document in the block or unit-of-work. In DV, a document can only be released if all necessary work is completed.
<F7> Allows the operator to go back and review previous documents in the block or unit-of-work.
<F8> Releases a block or unit-of-work. A block or unit-of-work can only be released if all necessary work is completed. This key is only for OE Paper.
<F9> Allows the operator to either interrupt or suspend a block or unit-of-work on which the operator is currently working.
<F10> Returns to the current document after pressing <F7> or <Home> to go to a preceding document.
<Ctrl>-<3> Displays the Magnified Image Strip for current field.
<Ctrl> - <5> Allows the operator to disable and enable highlighting for image fields as needed.
<Ctrl> - <6> Rotates the image upside down (180 degrees)
<Alt> - <X> Returns to the previous menu
<Ctrl> - <A> This key combination is a toggle that turns the Auto Mode on and off. When Auto is on, the cursor automatically moves from the current field to the next field requiring perfection. When Auto is off, the cursor manually moves through every field using the cursor movement keys.
<→> Moves the cursor to the right one character position from the current position. When this key is held down, the movement is repeated.
Ctrl> - <Shift> - <Delete>; <Ctrl> - <Shift> - <Del> Deletes a document from a block or unit-of-work.
<Ctrl> - <F3> Will clear any field containing a "?" automatically. This is a toggle key and only used in DV.
<Ctrl> - <F4> Allows the Operator to display the FI number assigned at scanning
<Ctrl> - <S> Code and Edit Field: Will go to the first field containing an error after the last C and E field (during OE and DV).
  • Schedule B: Will skip to the first field in each column for each month (during OE only)

  • Line 7: Move from Line 5d to Line 8 if Form Year 2008-2010. Move from Line 5d to Line 10 if Form Year 2011 and subsequent.

    Note:

    The 2011 form will not have line 7's

  • Schedule R: Moves from Line 1 Column (a) on Schedule R or Schedule R Continuation page to Column (b) on the "Sub-Total Line" ( Line 16 on Schedule R or Line 26 on Schedule R Continuation).

<Ctrl> - <B> Places the cursor at the beginning of the previous word in current field.
<Ctrl> - <F> Places the cursor at the beginning of the next word in current field.
<Ctrl> - <P> Notifies the system to stop work on the current function at the end of the current block or unit -of-work. When work is completed, the menu window of the function appears.
<Ctrl> - <F7> Moves the cursor to the last edit field or last flagged field, on the prior document in DV. In OE, places cursor in last field on previous document.
<Ctrl> - <↓> Moves the cursor to the first character in the last field that is enabled at the bottom of a template.
<Ctrl> - <↑> Moves the cursor to the first character in the first field that is enabled at the top of a template.
<Enter>(Main Keypad) or Numeric Keypad) Accepts the contents of the current field or allows the release of a field without entering any data and moves to the next field.
<Ctrl>-<Shift>-↑↓→← (arrow keys) Allows the operator to move the image strip when it is not lined up. Will hold the position for the current image.
< ←> Moves the cursor to the left one character position from the current position. When this key is held down, the movement is repeated.
<Delete> (Central Keypad) and <Del> (Numeric Keypad) Deletes the character at the current cursor position.

Note:

If the operator uses the <Del> key in the Numeric Keypad, the Num Lock Mode must be off.

<Ctrl> - <D>
  • Copies the data from the same field on the previous document.

  • Schedule R: Moves the EIN from page 1 of the Form 941 to the Employer EIN field on the Schedule R or Schedule R Continuation page.

<Esc> If a menu or window selection was made in error and the wrong window opens, press <Esc> to escape back to the previous menu or window.
<Insert> (Central Keypad) or <Ins> (Numeric Keypad) Inserts a character to the left of the current cursor position. Since this is a toggle key function, it must be turned off by pressing one of these keys again.
<Num Lock>(Numeric Keypad) Turns the Main Keypad Numeric Mode on and off
<Shift> (Main Keypad) "Alpha characters may be entered in numeric fields" or "Numeric characters may be entered in Alpha-numeric fields."
<Page Down> (Central Keypad) or <Pg Dn>(Numeric Keypad) OE and DV - move between page 1, page 2 and Schedule B of Form 941. Document Review - Displays the next or previous document.

Note:

This also applies to Schedule R.

<Page Up> (Central Keypad) or <Pg Up>(Numeric Keypad) OE and DV - Move between Schedule B, page 2 and page 1 of Form 941. Document Review- Displays the previous or next document.

Note:

This also applies to Schedule R.

<Print Scrn> Prints the current screen display.
↓ Key(Central or Numeric Keypad) Moves cursor to next field when Auto is off. When Auto is on, the cursor moves to the next required field in the template.
<Ctrl> - <M> Enlarges the image strip that appears above the entry field.
<Ctrl> - <L> Reduces the image strip (after pressing <Ctrl>-<M>) that appears above the entry field.
↑ Key (Central and Numeric Keypad) Allows operator to move cursor to the beginning of a preceding field.

Note:

Num Lock key must be off

The ↑ (up arrow) on the Central Keypad allows the operator to go backwards between pages/documents one field at a time.
←Key (Central and Numeric Keypad) or Home (Central or Numeric Keypad)

Note:

Home is valid during DV only.

Positions the cursor at the left most position in a field.

Note:

When the left arrow key in the Central or Numeric Keypad is used the <Num Lock> key must be off.

→ Key ( Central and Numeric Keypad) or End (Central and Numeric Keypad)

Note:

End is valid during DV only.

When Auto is on, positions the cursor at the right most position in a field. The operator can use five different keys to perform this function.

Note:

When the Right Arrow Key in the Numeric Keypad is used the <Num Lock> key must be off.

<Ctrl> - <Tab> Moves the cursor to the preceding field. If the cursor is on the first field of a document, pressing this key combination causes the cursor to move to the first field of the preceding document.
<Tab> Moves cursor to the next field: When the cursor moves to the next field, the contents of the current field are accepted by the system.

Pull Document Report

The following is a copy of a Pull Document Report 941 Pull Document Report Page # 1 for Output File: 102201 on 01/14/2010

Batch Block # Doc. DLN/FI # Page # Document/Block Delete Reason
568 17141011055 1714101105570 950107 Document deleted during OE; Sc
568 17141011055 1714101105570 950207 Document deleted during OE; Sc
568 17141011055 1714101105570 950307 Document deleted during OE; Sc
568 17141011055 000261 950107 Document has been deleted syst
570 17141011063 000059 700207 Document deleted during OE; DO
570 17141011063 1714101106347 950207 Document deleted during OE; Sc
570 17141011063 1714101106347 960107 Document deleted during OE; Sc
570 17141011063 1714101106347 960307 Document deleted during OE; Sc
570 17141011064 000069 700207 Document deleted during OE; DO
570 17141011064 000071 700207 Document deleted during OE; DO
570 17141011064 000074 700207 Document deleted during OE; DO
570 17141011064 000076 700206 Document deleted during OE; Sc
570 17141011065 000090 700207 Document deleted during OE; DO
570 17141011065 1714101106513 970107 Document has been deleted syst
570 17141011065 1714101106513 970306 Document has been deleted syst
570 17141011066 000117 700207 Document deleted during OE; DO
570 17141011066 000128 700207 Document deleted during OE; DO
570 17141011066 000129 700207 Document deleted during OE; DO
570 17141011066 1714101106665 950107 Document has been deleted syst
570 17141011066 1714101106669 970107 Document has been deleted syst
570 17141011066 1714101106669 970307 Document has been deleted syst
570 17141011068 1714101106827 950107 Document deleted during OE; Sc
570 17141011068 1714101106827