# How to Print Form 940 in QuickBooks: Step-by-Step Guide

Form 940 is a critical federal payroll tax form that reports an employer’s Federal Unemployment Tax Act (FUTA) liability. If you use QuickBooks Payroll, printing Form 940 correctly ensures accurate tax filing and compliance with IRS requirements. This guide explains how to print Form 940 in QuickBooks, along with common issues, solutions, and helpful tips.

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## What Is Form 940?

Form 940 is an annual IRS form used by employers to report FUTA taxes. These taxes fund unemployment benefits for workers who lose their jobs. Employers generally pay FUTA tax; it is not withheld from employees’ wages.

## Why Is Printing Form 940 Important?

Printing Form 940 allows you to:

* Review FUTA tax calculations before filing
* Keep physical records for audits or compliance
* Submit a paper return if e-filing is unavailable
* Share documentation with accountants or tax professionals

## How to Print Form 940 in QuickBooks Desktop

Follow these steps to print Form 940 in QuickBooks Desktop Payroll:

### Step 1: Open QuickBooks Desktop

Log in as an admin user and ensure your payroll is updated.

### Step 2: Go to Payroll Center

Click Employees from the top menu, then select Payroll Center.

### Step 3: Select Federal Forms

Under the File Forms tab, click Annual Form 940.

### Step 4: Review the Form

QuickBooks automatically fills the form using payroll data. Carefully review wages, FUTA liability, and payments.

### Step 5: Print Form 940

Click Print or Print for Your Records, then choose your printer and confirm settings.

## How to Print Form 940 in QuickBooks Online

QuickBooks Online also allows you to print Form 940 easily:

Sign in to QuickBooks Online

Go to Taxes → Payroll Tax

Select Forms

Choose Annual Form 940

Click View or Preview

Select Print or download the PDF for printing

## Common Issues When Printing Form 940 in QuickBooks
### Form 940 Not Showing

Payroll subscription may be inactive

Incorrect tax year selected

Solution: Verify payroll status and choose the correct year.

### Incorrect FUTA Amounts

State unemployment credit not applied

Payroll setup errors

Solution: Review payroll tax settings and state FUTA credit details.

### Printer or PDF Errors

Damaged PDF component

Printer driver issues

Solution: Use the QuickBooks Print & PDF Repair Tool and update printer drivers.

### Missing Payroll Data

Payroll entries not posted correctly

Solution: Run payroll reports to confirm all wages and payments are recorded.

## Tips for Accurate Form 940 Printing

Always update QuickBooks before printing

Verify employer identification number (EIN)

Compare FUTA totals with payroll reports

Save a PDF copy for backup records

## Do You Need to File or Mail Form 940 After Printing?

Yes. Printing Form 940 does not mean it has been filed. You must:

E-file through QuickBooks or IRS-approved services, or

Mail the printed form to the IRS by the annual deadline (usually January 31)

## When Is Form 940 Due?

Form 940 is due January 31 of the year following the tax year. Late filing may result in IRS penalties and interest.

## Get Help with Printing Form 940 in QuickBooks

If you’re unable to print Form 940 or encounter payroll errors, QuickBooks payroll experts can help with:

FUTA calculation issues

Form 940 corrections

Printing and PDF errors

Payroll setup and compliance

Professional support ensures your payroll taxes are accurate and stress-free.

## Final Thoughts

Printing Form 940 in QuickBooks is a straightforward process when payroll is set up correctly. By following the steps in this guide, reviewing your data carefully, and fixing common issues, you can ensure accurate FUTA reporting and IRS compliance.

## ✅ Frequently Asked Questions (FAQs)
**What is Form 940 in QuickBooks?**

Form 940 is an annual federal tax form used to report FUTA (Federal Unemployment Tax Act) taxes paid by employers.

**Can I print Form 940 directly from QuickBooks?**

Yes, QuickBooks Desktop and QuickBooks Online allow you to view, download, and print Form 940 using payroll data.

**Why can’t I see Form 940 in QuickBooks?**

This may occur if your payroll subscription is inactive, the tax year is incorrect, or payroll setup is incomplete.

**Does printing Form 940 mean it is filed?**

No. Printing Form 940 is for records only. You must e-file or mail the form to the IRS separately.

**When is Form 940 due?**

Form 940 is typically due by January 31 of the year following the tax year.

**What should I do if FUTA amounts are incorrect?**

Review payroll tax settings, confirm state unemployment credits, and rerun payroll reports to verify calculations.

**Can I print Form 940 without QuickBooks Payroll?**

No. An active QuickBooks Payroll subscription is required to generate and print Form 940.

**How do I fix printing or PDF errors in Form 940?**

Use the QuickBooks Print & PDF Repair Tool, update your printer drivers, and ensure QuickBooks is updated.

**Should I keep a copy of Form 940?**

Yes. Employers should keep printed or PDF copies of Form 940 for at least four years for IRS compliance.

**Where can I get help with Form 940 printing issues?**

You can contact QuickBooks Payroll Support 888-463-3385 or consult a payroll professional to resolve printing, filing, or FUTA errors.