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Jeanine11
Feb 15, 2019 5:16 PM UTC
Solved

Posting 941 refund

Received a refund for over-payment of 941 - where is best place to post it?  Income, against PR liabilities or ???

 

Thank you,

JR

Teri11_2Answer
Feb 16, 2019 8:58 PM UTC

IRS Form 941 is used to submit payroll taxes paid by employee and employer, so first need to know who overpaid to determine who gets refund, employee or employer.  Most likely was employer if refund check came to company.  A refund for anything should always be posted to same account where expense was originally posted.  Assuming you have an account for payroll taxes, I suggest post it there.  You don't want to post as new income since then you owe taxes on that as income. Don't want to post to liability account since that is amount you owe to tax agencies so it will cause you to underpay next time.

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3 replies

Teri11_2Answer
Feb 16, 2019 8:58 PM UTC

IRS Form 941 is used to submit payroll taxes paid by employee and employer, so first need to know who overpaid to determine who gets refund, employee or employer.  Most likely was employer if refund check came to company.  A refund for anything should always be posted to same account where expense was originally posted.  Assuming you have an account for payroll taxes, I suggest post it there.  You don't want to post as new income since then you owe taxes on that as income. Don't want to post to liability account since that is amount you owe to tax agencies so it will cause you to underpay next time.

    VictoriousButterfly
    Feb 2, 2023 7:51 PM UTC

    What steps do you take in QB to add the IRS 941 refund? Thanks

    JamesAndrewM
    Feb 2, 2023 8:50 PM UTC

    We're pleased to have you here in the Community, VictoriousButterfly.

     

    I'll gladly share the guidelines to add the IRS 941 refund.

     

    You might have overpaid payroll taxes if you received a tax refund check. Check your payroll liability balance report and create a payroll liability deposit in QuickBooks to ensure that your taxes are correct. Here's how:

     

    1. Make a payroll liabilities balance report. Look for the amount that corresponds to the amount on the refund check.

     

    • If you find a match, go to step 2.
    • If you don't find a match, go over the refund notice. The check may include interest, or a portion of your refund may have been applied to back taxes.

    2. Go to Employees, and select Payroll Taxes and Liabilities. 

    3. Select Deposit Refund Liabilities.

    4. In the vendor dropdown, select the agency that sent the refund check.

    5. In the Refund Date field, enter the deposit date.

    6. In the For Period Beginning field, enter the first day of the pay period that the refund affects.

    7. Select how you want QuickBooks to handle the deposit:

     

    • The group with other undeposited funds: adds the amount to a holding account. This option requires you to use Make/Record Deposit to complete the process.
    • Deposit To: Record the amount to the account of your choice.

    8. In the Taxes and Liabilities section, select the payroll items affected by the refund.

    9. In the Amount column, enter the positive amount.

    10. Select OK.

    11. If you use QuickBooks Desktop Payroll Basic, Standard, or Enhanced for US or Canada, the process is complete.

    12. If you use QuickBooks Desktop Payroll Assisted:

     

    • Select Employees, then Send Payroll Data.
    • In the Send/Receive Data window, you’ll see Tax Adjustments and funds to be withdrawn. We won’t debit the amount.
    • Select Send to Intuit.

     

    Please see this article for the detailed steps: Handle a payroll tax refund from an agency in QuickBooks Desktop Payroll.

     

    You can also visit this article to learn how to customize these various types of reports to get the information you need: Customize payroll and employee reports.

     

    I’m just a post away if you need anything else. Have a great day.

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