Tax & compliance reports

This guide covers: 941 quarterly, 940 annual, W-2 and W-3, 1099-NEC and 1096, and state enrollment status.

941 quarterly

What it does: Renders the IRS Form 941 lines (1, 2, 3, 5a/5c/5d, 5e, 6, 10, 11, 12) for a quarter so you can preview the numbers and pull the filed PDF.

Where: Accountant dashboard → Reports → Quarterly & Annual Reports → 941 (/clients/[clientId]/reports/941).

Steps:

1. Pick the Year and the Quarter (Q1 Jan–Mar · Q2 Apr–Jun · Q3 Jul–Sep · Q4 Oct–Dec).
2. The page calculates every line from completed/approved/processed payrolls in that quarter.
3. Click Download CSV for a spreadsheet of every line and amount.
4. Click Download PDF to fetch the canonical filed copy from the tax-filing archive. If the filing has not been created yet, you'll see: "No filing exists yet for this period — create one from the Tax Filings page first."

Who: Accountant or SMB owner.

Notes: The on-page preview is the math; the PDF button is the official IRS filing copy. The math here is illustrative — caps and adjustments are applied during real filing in the engine.

940 annual

What it does: Renders Form 940 (annual FUTA) totals so you can review before transmittal.

Where: Accountant dashboard → Reports → Quarterly & Annual Reports → 940 (/clients/[clientId]/reports/940).

Steps:

1. Pick the Year.
2. The page rolls up FUTA-taxable wages, payments exempt from FUTA, and the FUTA tax.
3. Click Download CSV for the line-by-line spreadsheet.
4. Click Download PDF to pull the filed copy from the archive.

Who: Accountant or SMB owner.

Notes: Form 940 is annual; the PDF is only available once the filing has been generated. See How Payrollix files your taxes for the transmittal flow.

W-2 and W-3

What it does: Renders per-employee W-2 boxes 1–20 (federal, SS, Medicare, state, local) and the W-3 transmittal totals.

Where: Accountant dashboard → Reports → Annual Reports → W-2s (/clients/[clientId]/reports/w2) and W-3 (/clients/[clientId]/reports/w3).

Steps:

1. Pick the Year (defaults to last year — the year you actually file).
2. On W-2s, pick a single employee from the View W-2 for dropdown, or leave it on All Employees.
3. Each W-2 card shows: employer block (name, address, EIN) · employee block (name, address, SSN) · all 12 numbered boxes · Box 13 checkboxes · multi-state Box 15–20 entries.
4. Click Download CSV for the data feed.
5. Click Download PDF to fetch the canonical filed copy.
6. Repeat on the W-3 page for the transmittal totals.

Who: Accountant or SMB owner.

Notes: Multi-state employees show one Box-15-through-20 row per state and one extra row per locality with non-zero local tax. The W-2 PDF is generated and S3-archived by Payrollix at filing time; the Download PDF button pulls that archived copy.

1099-NEC and 1096

What it does: Renders per-contractor 1099-NEC lines and the 1096 transmittal totals.

Where: Accountant dashboard → Reports → Annual Reports → 1099-NECs (/clients/[clientId]/reports/1099-nec) and 1096 (/clients/[clientId]/reports/1096).

Steps:

1. Pick the Year.
2. The 1099-NEC page lists every contractor (worker_type 1099) with year totals: nonemployee comp · federal income tax withheld · state tax withheld.
3. Click Download CSV to export.
4. Click Download PDF for the filed copy.
5. Repeat on the 1096 page for the transmittal totals.

Who: Accountant or SMB owner.

Notes: Contractors with under $600 in nonemployee compensation are excluded from the 1099-NEC report per IRS threshold; the math reflects what actually files.

State enrollment status

What it does: Shows which agencies (DOR, DOL, PFML) the client is enrolled with as a TPA, which are still pending, and which need direct portal action.

Where: Accountant dashboard → Reports → Other Reports → Enrollment Details (/clients/[clientId]/reports/enrollment).

Steps:

1. Open /clients/[clientId]/reports/enrollment.
2. Filter by Status (All · Active · Inactive) and Worker Type (All · W-2 · 1099).
3. The page rolls up: total employees · W-2 count · contractor count · medical / dental / vision / retirement enrolled.
4. Each employee row shows: name · hire date · status · pay type · pay rate · federal filing status · state filing status · allowances.
5. Click Download CSV to export.

Who: Accountant or SMB owner.

Notes: The benefits columns surface what's in the deductions table — if you do not see medical/dental flags, confirm the assigned deductions on each employee. State agency enrollment (TPA POAs) is tracked separately under Client Settings → State Registrations.

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Related: Standard payroll reports · Report packages · Year-end checklist.