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What do I need to e-file 941/944/940 forms?

Views: 122 Created: 2019-06-13 11:40 Last Updated: 2019-06-13 11:40


I would like to electronically file my 941, 944, or 940 forms.  What do I need in order to do this?


You must register for a Personal Identification Number (PIN) to be eligible to transmit 941, 944, and/or 940 forms electronically.  A PIN is a number assigned by the IRS that replaces your signature on the paper form.  Once the registration has been received, the IRS will mail you a PIN.  Be sure to register using the company name under which the company filed for the EIN.

If you will be electronically filing 941/944/940 forms for multiple companies, the IRS suggests that you apply to be a Reporting Agent.

Note: A separate PIN is required for each person who will 'sign' the 941/944/940.  If at any time in the future a new person will be 'signing' the 941/944/940 for a particular EIN, a new PIN will be required to replace the new signature.  To update a PIN, fax or mail a letter on company letterhead to the Cincinnati e-help Desk informing them of the change.  The fax number is 1-877-477-0569.  An authorized person must sign this letter.  The letter should include the EIN of the business, business name and address, name and title of the person signing the letter, and the name, title, and phone number of the previous authorized signer.  The IRS will mail you a letter to confirm the change and provide the new PIN.  You can request to have this information faxed back to you in the letter (be sure to provide a fax number).  The mailing address is:

Internal Revenue Service, Mail Stop 2701, Cincinnati, OH 45999

The IRS will send the PIN to the IRS Authorized Signer via the U.S. Mail within 7-10 days after the PIN Registration process is completed.  Allow up to 45 days for the PIN Registration process to complete.  The IRS cannot activate the PIN until the signed Statement of Receipt has been returned, acknowledging that the PIN was received by the signer of the PIN Registration.  The Statement of Receipt should be returned within 10 days.

The Taxpayer PIN Application is available for filing within Yearli electronically at no cost.  To file the PIN Application:

Procedure 1 (Create a 940/941/944 PIN Application)

  1. Click the Payer List button.
  2. Highlight the desired payer by clicking the name once.
  3. Click the Add Form button.
  4. Make sure Federal is selected in the Federal/State drop down menu.
  5. Choose 940/941/944 PIN Application from the Form Name drop down menu.
  6. Fill in all required fields (in bold) on the 940/941/944 PIN Application form.
  7. Click OK to save and close the form.

Note: There is no fee for submitting PIN Applications through the E-file Center.

Procedure 2 (E-filing a 940/941/944 PIN Application)

  1. Click on the E-file Center button.
  2. Choose Form 940/941/944 PIN Registration (Apply for PIN).
  3. Click Next.
  4. Choose the payer.
  5. Click Next.
  6. Place a checkmark in the I agree to the terms of the Electronic Filing Authorization checkbox.
  7. Click Send

If you have any questions regarding your application, please contact the IRS at 866-255-0654.


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