Glossary of Human Resources Management and Employee Benefit Terms
Form 8109 was an IRS federal tax deposit coupon businesses had to complete and use to track their tax payments prior to 2011. These tax payments included:
Payroll taxes taken out of employees’ wages and salaries
Corporate income taxes
Other types of taxes that businesses are required to deposit
The purpose of Form 8109 was to help businesses make and keep track of tax payments throughout the tax year; this ultimately helped businesses lower the amount they owed at the end of the fiscal year.
Form 8109 reflected the amount paid by the company and was accompanied by a physical deposit of the organization’s taxes (like a check). The tax deposit coupon was then used when employers filed their end-of-the-year taxes.
Businesses that needed to make deposits for taxes (payroll, corporate, etc.) were required to use Form 8109. This ensured their taxes were correctly submitted and withheld.
No, the IRS no longer accepts Form 8109. Beginning on January 1, 2011, the IRS required all businesses to submit their federal tax deposits electronically. The terms and conditions above still apply for electronic submission.
The IRS recommends employers use the Electronic Federal Tax Payment System (EFTPS) to file their federal tax deposits. You may sign up for an account on the EFTPS website. This is a free electronic service provided by the U.S. Department of the Treasury.
If the EFTPS site is unavailable, you may call the EFTPS voice response system at 1-800-555-3453 to make your tax payment.
If you do not wish to use the EFTPS payment service, you may ask your financial institution to make same-day wire payments or turn to tax/payroll providers to submit payments for you. Please note, there may be fees attached to these unique services. Businesses that withhold taxes from their employee payroll checks can also use Form 941 to submit quarterly tax returns.
Employers must have the following information to electronically fill out Form 8109 on the EFTPS site:
Employer identification number (EIN)
Bank routing and account numbers
Personal identification number (PIN) (This is provided to you via U.S. mail after enrolling on the EFTPS site.)