January 31st: A Major Deadline for Employers
Updated: Sep 3
January 31st is an extremely important date for employers. There are multiple forms you need to file and taxes you need to pay to the federal and state government. Here’s what you need to know:
Federal Requirements due January 31
Form 941, Employer’s Quarterly Federal Tax Return
Most employers need to file a Form 941 on a quarterly basis. This form is used to report the number of employees you have, the amount of taxes withheld from employee paychecks, and your share of Social Security and Medicare taxes.
Those exempt from filing a Form 941 include:
Employers notified to file a Form 944
Seasonal employers (for quarters that have no tax liability)
Employers of household employees
Employers of farm employees
Form 944, Employer’s Annual Federal Tax Return
Certain small employers who have an annual liability of $1,000 or less for Social Security, Medicare, and withheld federal income taxes may be notified by the IRS to file a Form 944 instead of a Form 941. This form covers most of the items on a Form 941 but will be filed annually rather than quarterly.
You may contact the IRS if you would like to file a different form for the 2020 tax year. A written request needs to be postmarked by March 16, 2020 or you can call the IRS at 800-829-4933 by April 1, 2020 to request a different form.
Form 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return
As an employer, you may need to pay unemployment taxes to the IRS and report them using a Form 940.
You must pay unemployment taxes if in 2018 or 2019:
You paid wages of $1,500 or more to an employee in any calendar quarter
You had one or more employees work at least part-time in any 20 or more different weeks
W-2, Wage and Tax Statement
A Form W-2 needs to be filed for each employee who had income, Social Security, or Medicare taxes withheld from their paychecks. This form reports the amount withheld along with the employee’s annual wages. You must provide employees with the Form W-2 on or before January 31st.
1099-MISC, Miscellaneous Income
If you hired any contractors and paid them at least $600 for the year, you will need to file a Form 1099-MISC instead of a W-2.
Washington State Requirements due January 31
State Unemployment Insurance (SUI)
Washington state businesses that pay FUTA taxes also must pay state unemployment taxes. You will need to report and pay taxes to the Washington State Employment Security Department. It is preferable to file your unemployment online using the Employer Account Management Services (EAMS) or ePay.
You must report and pay for workers’ compensation insurance to the Washington State Department of Labor & Industries (LNI) on a quarterly basis through the LNI website.
Paid Family and Medical Leave
Last year, the Washington Paid Family & Medical Leave began collecting 0.4% of employees’ gross wages, paid by the employees and employer, for paid leave benefits. If you have fewer than 50 employees, then you are not required to pay the employer portion, but you must still collect and submit the employees’ share. You will need to report wages and hours and pay premiums on a quarterly basis using a Paid Leave account through SecureAccess Washington (SAW).
Need Help Filing?
If you need additional help understanding and filing, our bookkeepers have over 55 years of combined experience working with local, state, and federal taxes. Contact us for an initial consultation or give us a call at 360.756.5020. We’re happy to help!