Filing Requirements Quarterly Withholding Tax Return. Each quarter, all employers (except annual filers) must file federal Form 941, Employer’s Quarterly Federal Tax Return with the Internal Revenue Service. In addition, all employers (except Minnesota annual filers) must file a Minnesota Quarterly Tax Withholding Return for each quarter. These returns must be filed electronically via Minnesota Department of Revenue e-Services. W-2 f iling. Federal Form W-3, Transmittal of Income and Tax Statements, must be filed annually with the federal copies of each employee’s Form W-2 to the Social Security Administration. The federal Form W-3 of the W-2 must be filed no later than January 31 in the year following the taxable year, or within 30 days of going out of business. The state copies of each employee’s Form W-2 and 1099s that show Minnesota withholding must be filed with the Minnesota Department of Revenue. For requirements regarding the filing of Forms W-2 and 1099 see Withholding Tax Fact Sheet #2 Submitting Form W-2 and W-2c Information and #2a Submitting Form 1099 Information at Withholding Tax Fact Sheets. The federal Form W-3 and the state copies of the W-2 must be filed no later than January 31 in the year following the taxable year, or within 30 days of going out of business. Annual Filing. If you have been approved by the Minnesota Department of Revenue to be an annual filer, you do not file quarterly returns. Your annual withholding tax return is due by January 31 of the year following the end of the taxable year. The return must be filed electronically using Minnesota Department of Revenue e-Services. Forms Deposits through EFTPS require no coupon. Deposits of Minnesota taxes are made using the Minnesota e-Services system or by mail using a payment voucher. Quarterly returns are filed using federal Form 941, Employer’s Quarterly Federal Tax Return. State returns must be filed electronically using the Minnesota Department of Revenue e-Services. Note: both federal and state returns must be filed, even if all deposits have been made or there is zero tax due. You must file a zero withholding tax return. Due Dates All federal quarterly 941 returns are due April 30, July 31, October 31 and January 31. Minnesota quarterly withholding returns are due April 30, July 31, October 31, and January 31. The return for annual filers is due January 31. Federal returns and deposits and state deposits and returns will be considered on time if received or postmarked on or before the due date. The postmark must be a United States postmark and must not be from a postage meter. If deposits are made electronically, refer to the specific instructions for the type of deposit. WITHHOLDING TAX PENALTIES AND INTEREST Both the Internal Revenue Service and the Minnesota Department of Revenue assess penalties and interest for the failure to make deposits on time, the failure to file required returns on time, and the failure to file Form W-2 and 1099 forms. The amount of penalty for late deposits or late
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