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Change your federal deposit schedule or filing form

If you need to change your state deposit schedule, head to this article.

Based on your historical tax payments, the IRS will assign your company a deposit schedule for tax payments (either semi-weekly or monthly) and they'll assign a specific payroll tax return to file–either Form 941 or Form 944. If you receive a notice from the IRS about a deposit schedule change or federal filing form requirement change, it's important to make sure Gusto has the correct (new) information on file.

How it works in Gusto

IRS deposit schedules

We'll default to depositing on the faster semi-weekly schedule in order to prevent late tax payments, penalties, and tax delinquency notices.

  • Important: If you specifically instructed Gusto to deposit using the monthly schedule, you must contact us from the Help section of your account if the IRS changes your schedule to semi-weekly. If not done immediately, there may be penalties and interest assessed for late tax deposits–these would be the employer's responsibility to pay.

IRS filing form (941 or 944)

In order to prevent late filings, Gusto will file the quarterly Form 941 for:

  • Existing customers
  • New customers that run payroll with Gusto in the first quarter (Q1) of each year

If you joined Gusto after Q1, confirm which form the IRS assigned and set up your Gusto account using the IRS-assigned form requirement. The following year, we'll automatically file a Form 941 and you'll no longer need to confirm the requirement each year.

Update your federal filing form in Gusto (to 941 or 944)

  1. Click the Taxes & compliance section and select Tax setup.
  2. Under "Federal Tax Setup", click edit
  3. Click Schedule a future change.
    • Note: if you don't see the option to schedule a future change, contact us from the Help section of your Gusto account. 
  4. Select the Effective Date of the new filing form. 
  5. Enter the future filing form change you have received on your IRS notice. 
  6. Click Save

Additional detail about Form 944

The IRS allows certain small businesses to file annually on Form 944 instead of quarterly on Form 941. While this may seem like a benefit for small employers, the IRS may change your filing requirement mid-year which could result in notices and penalties if returns are late. Filing more frequently (on Form 941) is a way to prevent that from happening, and Gusto costs the same no matter how frequently we file (quarterly or annually).

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