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Transfer Data from Square Payroll Tax Form PDFs to IRS Paper Forms

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Square Payroll prepares and files tax forms electronically. Completed tax forms are stored as PDF files and may not be formatted the same way as similar forms you may find online. They do, however, provide you with all the information we file with tax agencies on your behalf. You can find copies of the tax forms filed by Square Payroll by going to Payroll > Tax Forms in Square Dashboard.

If you need the tax forms formatted exactly like the paper filing, the infomration can be manually transferred from the PDF generated by Square Payroll. To facilitate this process, the information below maps the data from the PDF files of Form 940 and Form 944 to the IRS’ paper forms.

Form 940

IRS: Form 940 (Employer’s Annual Federal Unemployment (FUTA) Tax Return)

Filing Summary

  • Form Name: Form 940

  • Filing Period: Tax year

Tax Filing Information

  • Employer Identification Number

  • Taxpayer Name: Enter taxpayer name

  • Trade Name: Enter doing business as name (if any)

  • Address: Enter business address

Type of Return

  • Only check the box if one of these situations apply to your business. This can also be found under the “Other” section at the bottom of the PDF generated by Square Payroll

Part 1

  • Line 1a: State Unemployment Tax Paid in: state initials (e.g. AZ, CA)

  • Line 1b: Only check this box if you had to pay state unemployment tax in more than one state, you are a multi-state employer

  • Line 2: If you paid wages in a state that is subject to CREDIT REDUCTION

Part 2

  • Line 3: Total payments to all employees

  • Line 4: Payments exempt from FUTA tax

    • Line 4a: Fringe Benefits (only check if “yes”)

    • Line 4b: Group-term life insurance (only check if “yes”)

    • Line 4c: Retirement/Pension (only check if “yes”)

    • Line 4d: Dependent care (only check if “yes”)

    • Line 4e: Other (only check if “yes”)

  • Line 5: Total of payments made to each employee in excess of $7,000

  • Line 6: Subtotal (add line 4 + 5 = line 6)

  • Line 7: Total taxable FUTA wages

  • Line 8: FUTA tax before adjustments

Part 3Most employers will leave this section blank and skip to line number 12.

  • Line 9: Leave blank as this does not apply to businesses using Square Payroll.

  • Line 10: Most employers will leave this blank. Only enter a number here if “Total FUTA tax after adjustments” minus (-) “Total FUTA tax before adjustments” is equal to a number higher than $0.

  • Line 11: Leave blank as this does not apply to businesses using Square Payroll in 2019.

Part 4

  • Line 12: Total FUTA tax after adjustments

  • Line 13: FUTA tax deposited for the year

  • Line 14: Balance due

  • Line 15: Overpayment

Part 5: Quarterly totals

  • Line 16:

    • Line 16a: Q1 (January 1 - March 31)

    • Line 16b: Q2 (April 1 - June 30)

    • Line 16c: Q3 (July 1 - September 30)

    • Line 16d: Q4 (October 1 - December 31)

  • Line 17: Total tax liability for the year

Part 6: May we speak with your third-party designee?

  • This can be left blank. Square Payroll is authorized as your reporting agent.

Part 7: Signature

  • Square Payroll files electronically as an IRS Reporting Agent. This can be signed by the business owner. The “Paid Preparer Use Only” section can be left blank.

Form 944

IRS: Form 944 (Employer’s Annual Federal Tax Return)

Filing Summary

  • Form Name: Form 944

  • Filing Period: Tax year

Tax Filing Information

  • Employer Identification Number

  • Taxpayer Name: Enter taxpayer name

  • Trade Name: Enter doing business as name (if any)

  • Address: Enter business address

Part 1: Tax Summary

  • Line 1: Wages, Tips, and Other Compensation

  • Line 2: Federal income tax withheld from wages, tips, and other compensation

  • Line 3: If no wages, tips, and other compensation are subject to social security or Medicare tax: Check this box if lines 4a - 4e are $0

  • Line 4:

    • Line 4a, Column 1: Taxable social security wages

    • Line 4a, Column 2: Social security tax withheld from wages

    • Line 4b, Column 1: Taxable social security tips

    • Line 4b, Column 2: Social security tax withheld from tips

    • Line 4c, Column 1: Taxable Medicare wages & tips

    • Line 4c, Column 2: Medicare tax withheld

    • Line 4d, Column 1: Taxable wages & tips subject to Additional Medicare Tax withholding

    • Line 4d, Column 2: Additional Medicare tax withheld

    • Line 4e: Social security tax withheld from wages + Social security tax withheld from tips + Medicare tax withheld + Additional Medicare tax withheld

  • Line 5: Total taxes before adjustments

  • Line 6: Current year’s adjustments

  • Line 7: Total taxes after adjustments

  • Line 8:Leave blank as this does Square Payroll does not submit this tax credit.

  • Line 9: Enter the amount from Line 7

  • Line 10: Total deposits for this year

  • Line 11: Balance due

  • Line 12: Overpayment

Part 2: Annual Totals

  • Line 13: Check the box: Line 9 is $2,500 or more and enter your tax liability for each month on lines 13a - 13m.

    • Lines 13a - 13l: Enter the total tax liability for months January - December.

    • Line 13m: Total Liability For This Year

Part 3: Other

  • Line 14: Check the box only if your business has closed or you stopped paying wages.

Part 4: May we speak with your third-party designee?

  • This can be left blank. Square Payroll is authorized as your reporting agent.

Part 5: Signature

  • Square Payroll files electronically as an IRS Reporting Agent. This can be signed by the business owner. The “Paid Preparer Use Only” section can be left blank.

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