How do I file a 941 electronically as a Reporting Agent?

Becoming a Reporting Agent

What is a Reporting Agent?

A Reporting Agent is an accounting service, franchiser, bank or other person who is authorized to prepare electronically a Form 940, 941, or 944 for a taxpayer/employer. Reporting Agents sign all of the electronic returns they file with a single PIN signature*. Reporting Agents may transmit their own returns, or may use the services of a third-party transmitter. To transmit forms, Reporting Agents must have an EFIN and a PIN (both acquired as results of the following forms).

*Note: The five digit Reporting Agent PIN is different than the five digit practitioner PIN used for filing income tax returns (1040, 1120, 1065).

Creating and e-filing Form 941

Once the PIN and EFIN have been obtained from the IRS, you can begin submitting 940, 941, and 944 forms electronically.  To do this:

  1. Click on the Payer List button.
  2. Choose the payer.
  3. Click the Add Form button above the Form List.
  4. From the Federal/State drop down menu, choose Federal.
  5. Choose 941/Sch B/Sch D from the Form Name drop down box.
  6. Select the appropriate quarter.
  7. Click OK.
  8. A form preparation screen will appear. On this screen verify the information or make any required manual entries.
  9. Near the bottom of the form, in the Part 5 section, check the box "File electronically as Reporting Agent". This will unlock the information boxes that need to be filled out for e-filing.
  10. Enter the information and use the Balance Due Payment area if needed.
  11. Click Save.
  12. Click OK to close the form.
  13. The 941 can now be transmitted using the Send Returns option in the E-file Center menu.


  • The Name Control field on the Manage Payer screen must be completed to e-file the 941.  For more information about the Name Control see the What is the Name Control and where do I find it? article.
  • When including Paid Preparer information for e-filing a 941, the preparer’s information must be entered in the following required fields: Preparer’s name, Preparer’s PTIN, Firm’s name, Address (including City, State, and Zip code), and Preparer’s Date Signed. 
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