Form 940

Form 940, Employer's Annual Federal Unemployment (FUTA) Tax Return

Form 940 is the IRS form employers use to report their annual Federal Unemployment Tax Act (FUTA) tax. The IRS says only employers pay FUTA tax; it is not taken from employee wages. If you retype the same employer details every year, upload last year's Form 940 and this year's blank, then review.

Tested with the irs.gov edition dated 2025

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What Form 940 is for

irs.gov says to use Form 940 to report your annual Federal Unemployment Tax Act (FUTA) tax, which together with state unemployment tax systems provides funds for paying unemployment compensation to workers who have lost their jobs. It adds that most employers pay both a federal and a state unemployment tax, only employers pay FUTA tax, and you should not collect or deduct it from employees' wages. Some employers also need Schedule A (Form 940) for states with a credit reduction or multi-state employers; that schedule has its own PDF on irs.gov. RepeatForm does not work out any amount.

Who files Form 940

The Form 940 instructions ask two questions: did you pay wages of $1,500 or more to employees in any calendar quarter in the prior or current year, or did you have one or more employees for at least part of a day in any 20 or more different weeks in the prior or current year. Household and agricultural employers have their own tests in the instructions, and employers of household employees generally file Schedule H (Form 1040) instead. RepeatForm cannot tell you whether you must file; read the instructions or ask a tax professional.

Form 940 and Form 941

Form 940 is the annual FUTA return. Form 941 is the employer's quarterly return, covered on its own page: see the 941 link below. They report different taxes, so one does not replace the other.

E-filing and paper filing

The instructions say "You're encouraged to file Form 940 electronically" and point to IRS.gov/EmploymentEfile. If you file on paper, the mailing address depends on whether you include a payment. RepeatForm does not file anything: it prepares the PDF; e-filing is done in your own filing or payroll software or through a tax professional.

Using the same details on a new copy

Upload a Form 940 you completed and this year's blank; RepeatForm carries the matching answers across; you review them, then preview the PDF before you export. Bookkeepers can do the same for each client's own prior-year copy.

What carries over

✓Employer identification number, name, trade name and address, where they match in both copies
✓The state abbreviation and the multi-state box, where they match in both copies
✓Third-party designee name and phone, and other contact details that repeat, where they match in both copies
✓Anything else that matches in both copies. Check it yourself; the year and every amount are different each time

What never carries over

✓The year and everything that depends on it: wages, payments, adjustments, tax, deposits, balance due and the quarterly liability. Enter those again from this year's records.
✓The Type of Return boxes (amended, successor employer, no payments to employees, final return). They describe this year's return, so set them yourself.
✓Anything the IRS prints and locks on the form, and anything in your completed copy that does not appear in the blank form.
✓Schedule A (Form 940) and any other schedule: they are separate forms.
✓A signature or date. The PDF has no field for either, so sign by hand.
✓A payment. A completed form is not a payment: pay through the IRS.

Signature and date

Part 7 says you must complete both pages and sign the form. The Form 940 PDF has no signature or date field, so nothing is carried and both stay blank for you to complete by hand on the printed form. The instructions list who may sign for each type of business (for example the owner of a sole proprietorship, or a principal officer of a corporation) and say a paid preparer must also sign and complete the preparer section.

If the IRS has a new edition

The IRS publishes a Form 940 for each year. Carrying a prior year's copy into the new one works for many answers, but some fields are renamed or moved and match only partly, so check every line on the new year's form in Review before you export.

The quarterly employer return is a separate form: Form 941.

Wage and tax statements for your employees are on the W-2 page.

New employees complete a W-4 for their withholding.

Get the current form from irs.gov

How it works

Move matching answers into the new form, then check the PDF.

Upload the two versions, check what matched, then inspect the finished PDF before paying.

Upload two PDFs

Start with the Form 940 you completed last time and this year's blank.

Check matching answers

Review what RepeatForm found before creating Preview.

Preview the result

Inspect the exact completed PDF before paying.

Free to upload, review and preview. Pay $6.99 USD once to download the PDF you checked. No subscription.

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Good to know

✓You review every carried-over answer. RepeatForm does not guarantee the form is correct and cannot promise the IRS will accept it.
✓RepeatForm does not give tax or legal advice. It does not work out FUTA wages, credits or tax, and cannot tell you whether you must file. Use the IRS instructions or a qualified adviser.
✓RepeatForm does not file anything with the IRS or make any payment.
✓It works with digital, text-selectable PDFs only. Scans, photos and handwriting are not supported.
✓Same or recent editions work best. If the form changed you may get fewer matches, so check the preview carefully and get the current form from irs.gov.

Not sure whether your form is supported? See the list on supported PDFs.

Want to know how reuse works with any PDF form? Read how to copy PDF form fields.

FAQ

Can you e-file Form 940?+

Yes. The IRS instructions say you are encouraged to file Form 940 electronically and point to IRS.gov/EmploymentEfile. You can also file on paper, mailed to the address in the instructions. RepeatForm prepares the PDF; it does not file for you.

How do you fill out Form 940?+

Follow the IRS instructions for Form 940, which go through the form line by line: business information at the top, then Parts 1 to 7 ending with the signature. RepeatForm does not work out any line. It copies the matching answers from a copy you already completed, and you review each one.

How do I calculate FUTA tax?+

The form walks you through it in Parts 2 to 4, and the IRS instructions explain each line. RepeatForm does no calculation and gives no tax advice, so use the instructions, your payroll records or a tax professional.

What is the difference between Form 940 and Form 941?+

Form 940 reports annual FUTA tax, which the IRS says only employers pay. Form 941 is the employer's quarterly federal tax return. RepeatForm has a page for each.

When is Form 940 due?+

The 2025 instructions say "The due date for filing Form 940 for 2025 is February 2, 2026. However, if you deposited all your FUTA tax when it was due, you may file Form 940 by February 10, 2026." Check the instructions for the year you are filing.

Does Form 940 have a signature or date?+

Yes on the printed form, in Part 7, but not as fillable fields in the PDF. RepeatForm leaves them blank; sign and date by hand.

Can I reuse last year's Form 940?+

You can reuse the employer details that stay the same, such as EIN, name and address. The wages, tax and deposits are different each year, so enter them again and check every line on the new year's form in Review.