Payroll reports such as Form 941 (Quarterly), Form 940 (Annual), DE9 & DE9C (Quarterly), and Form W-3 are critical documents for employers. These reports help businesses stay compliant with federal and state tax agencies, reconcile payroll taxes, and prepare year-end filings accurately. However, many employers and accountants often struggle to locate these reports, especially when using payroll software or managing multiple payroll periods.
In this detailed guide, we’ll explain where to find payroll reports 941, 940, DE9, DE9C, and W-3, how they are used, and what to do if you can’t access them. If you need immediate help, professional assistance is available at +1-866-408-0444.
Understanding Payroll Reports and Their Importance
Before locating these reports, it’s important to understand why they matter.
Form 941 (Quarterly Federal Tax Return) reports employee wages, federal income tax withheld, and Social Security and Medicare taxes.
Form 940 (Annual Federal Unemployment Tax Return) reports FUTA taxes paid by employers.
DE9 & DE9C (Quarterly State Payroll Reports) are California-specific forms used to report employee wages and state payroll taxes.
Form W-3 (Annual Wage and Tax Statement) summarizes all W-2 forms submitted for employees.
These payroll reports are required for audits, tax filings, and compliance reviews. Missing or incorrect reports can lead to penalties, making it essential to know exactly where to find them.
Where Do I Find Payroll Reports in Payroll Software?
Most employers generate payroll reports through payroll or accounting software. If you’re using a payroll system, follow these general steps:
Log in to your payroll or accounting software.
Go to the Reports or Payroll Reports section.
Choose Tax and Wage Forms or Payroll Tax Reports.
Select the specific form you need (941, 940, DE9, DE9C, or W-3).
Choose the correct year or quarter.
View, download, or print the report.
If reports are missing or not generating correctly, contacting payroll support at +1-866-408-0444 can save time and prevent compliance issues.
Where to Find Form 941 (Quarterly Payroll Report)
Form 941 is typically located under quarterly payroll tax reports. Employers file this form four times a year to report federal payroll taxes.
You can usually find it by:
Navigating to Quarterly Forms
Selecting the correct quarter (Q1–Q4)
Opening or downloading Form 941
If your Form 941 is not visible, it could be due to incorrect payroll setup or filing status. In such cases, expert payroll assistance is available at +1-866-408-0444.
Where to Locate Form 940 (Annual Payroll Report)
Form 940 is an annual form filed to report federal unemployment taxes. This report is typically available after the payroll year ends.
To locate Form 940:
Go to Annual Payroll Reports
Select the tax year
Open or download Form 940
Some payroll systems only generate Form 940 if FUTA taxes are applicable. If you’re unsure why it’s missing, professional guidance from payroll specialists can help.
Where Do I Find DE9 & DE9C Quarterly Reports?
DE9 and DE9C are California state payroll forms. Not all payroll software generates these automatically unless state payroll is enabled.
To find DE9 & DE9C:
Open State Payroll Reports
Select California
Choose the applicable quarter
Download DE9 (Quarterly Contribution Return)
Download DE9C (Quarterly Wage and Withholding Report)
If these forms are unavailable, it may indicate state payroll setup issues. For California payroll reporting help, reach out to experts at +1-866-408-0444.
Where to Find Form W-3 (Annual Summary Report)
Form W-3 summarizes all employee W-2s and is submitted annually to the Social Security Administration.
You can find Form W-3 by:
Going to Year-End Forms
Selecting W-2 & W-3 Forms
Choosing the appropriate tax year
Downloading or printing Form W-3
If W-3 data does not match W-2 totals, corrections may be required before filing.
Common Reasons Payroll Reports Are Missing
Sometimes, employers can’t find their payroll reports due to common issues, such as:
Payroll not finalized for the quarter or year
Incorrect tax year selected
Payroll setup errors
Inactive payroll subscriptions
State or federal forms not enabled
Resolving these problems early prevents late filings and penalties.
How to Access Payroll Reports from Tax Portals
In addition to payroll software, some reports can also be accessed from government portals:
IRS e-Services for Forms 941 and 940
State Employment Development Department (EDD) portals for DE9 and DE9C
SSA Business Services Online (BSO) for W-3 filings
These portals are useful for verifying submitted forms and confirming filing history.
Payroll Reports 941, 940, DE9, DE9C & W-3 Support Number +1-866-408-0444
If you are unable to locate, generate, or correct your payroll reports, expert help is available. Payroll professionals can assist with setup, report generation, corrections, and compliance questions.
Best Practices for Managing Payroll Reports
To avoid future issues:
Save digital copies of all payroll reports
Reconcile payroll reports quarterly
Verify employee and tax information regularly
Review reports before submission
Keep records for at least four years
Staying organized ensures smooth audits and stress-free tax seasons.
Final Thoughts
Knowing where to find payroll reports 941, 940, DE9, DE9C & W-3 is essential for every employer. These reports support tax compliance, accurate filings, and proper recordkeeping. Whether you use payroll software or government portals, timely access to these forms helps avoid penalties and filing errors.
If you need help locating or fixing payroll reports, don’t hesitate to contact payroll experts at +1-866-408-0444 for reliable and professional assistance.