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Recover 940 Forms in QuickBooks

Recover 940 Forms in QuickBooks

Recovering a particular 940 form depends on a lot of variables, starting with the form that you want to recover, what year it was created, and when it was deleted from your company file. Employers are required to file Form 940 with the IRS each year.

This form helps the IRS and the employer determine the amount of Federal Unemployment Tax that the employer has to pay for a financial year.

As QuickBooks payroll has several different versions, the steps to find and view form 940 vary on the basis of platform and subscription. Even when using the desktop version, you’ve different steps for both the assisted and enhanced services of payroll. 

So we’ve provided the steps to find and recover 940 forms in different versions of QuickBooks.

What is Form 940?

The IRS mandates small businesses with employees to file Form 940, which helps to ascertain the annual federal unemployment tax that the business owes. The calculation is based on the annual payroll amount, the amount that the business pays to its employees and independent contractors.

The FUTA (Federal Unemployment Tax) is calculated on the basis of the first $7,000 of wages paid to employees including the owner of the business. While filling out the one-page form, the employer can easily figure out the total amount of FUTA tax to be paid for a particular year.

Steps to Recover Form 940 in QuickBooks

The steps to find the desired 940 forms depends entirely on the service you’ve subscribed to and the platform on which you’re using payroll. Both the online version and desktop version of QuickBooks have payroll features. So we’ve provided the method to find the tax form on each platform.

Choose your platform and service and follow the steps accordingly.

1. Steps Recover 940 Forms in QuickBooks Desktop Payroll Assisted

If you’re an active subscription of QuickBooks desktop payroll assisted, then you can use it to find and recover 940 forms in QuickBooks accounting software. Assisted payroll takes on most of the manual and laborious tasks that you have to do. This feature isn’t available in the enhanced version.

Here are the steps to find and recover 940 forms in QuickBooks desktop payroll assisted:

  1. From the Employees menu, choose Payroll Center.
  2. From the File Forms tab, click on View/Print forms & W-2s.
  3. Input your Payroll Pin, then hit enter – in the Payroll Tax Center window.
  4. Click on Filed Forms.
  5. Choose the forms that you want to recover, then click on:
    1. View
    2. Print
    3. Or Save

If you also want to look up specific payments, then you can follow the steps given below:

  1. From the Reports menu, click on Employees & Payroll.
  2. Choose Payroll Liability Balances.
  3. Input the date period to narrow down your search.
  4. Find the payroll payment from the provided list.

2. Steps Recover a 940 Form in QuickBooks Desktop Payroll Enhanced

The enhanced version also enables you to create federal and state tax forms. You can submit these forms manually or electronically. 

To find and recover a 940 form in QuickBooks Desktop payroll enhanced, follow the steps given below:

  1. From the Employees menu, click on Payroll Center.
  2. Go to the File Forms tab.
  3. Choose either the Save Filings or E-Filings tab from the Filing History section.
  4. Choose the desired form, then click on view.

You’ll have access to the entire form when you click on View. You can see all of the details entered into the form.

If you want to view a specific payment, then follow these steps:

  1. From the Employees menu, click on Payroll Center.
  2. Choose the Pay Liabilities tab.
  3. Go to the E-Payments or All payments tab.

Steps Recover a 940 Form in QuickBooks Online Payroll

The online payroll service by Intuit has a pretty simple interface that you can use to quickly find payroll forms that you created in the past.

You can follow these steps to recover form 940 if you or Intuit filled and filed the form from the online payroll service:

  1. From the Taxes menu, choose Payroll Tax.
  2. Click on Filings tab.
  3. Click on Archived forms and filings, from the Upcoming Filings section.
  4. Choose Preview to view the filled form.

On the other hand, if you used a non-assisted service, or manually filed the tax form, then go through the steps given below to find your Form 940:

  1. Follow these steps to Archive the form.
    1. From the taxes menu, click on Payroll Tax.
    2. Choose one of the two options:
      1. Annual forms
      2. Quarterly forms
    3. Select the Form 940 that you want to view.
    4. Input the liability period and choose Archive.
  2. Follow these steps to view the form:
    1. From the Taxes menu, choose Payroll Tax.
    2. Click on Filings.
    3. Click on Archived forms and Filings under the filing Resources section.
    4. Choose the desired form, then click on View.

You’ll be able to view the entire tax form with all the filled-in details. The easiest option is to go to the Tax payment history which gives you access to all the forms and payment details in the online service.

How to file the previous year’s 940 forms?

  • Select Payroll tax from the Taxes menu.
  • Select the 940 tax form under Annual Forms.
  • Click View and select the last year’s period.
  • To print the form, click the Print icon.

After printing, you can now manually submit it to the IRS.


I hope that I was able to resolve your issue and help you find the tax form that you were looking for. The steps to locate form 940 in Intuit payroll service are similar to those in QuickBooks online. So you can follow accordingly. You can also create reports to find out the various tax forms available in your accounting software.


  1. Is there a way to view form 940 after my payroll subscription has ended?

    In QuickBooks online, you can look for Form 940 by creating a report with the following steps:

    1. From the Taxes menu, choose Payroll tax.
    2. From the Forms section, Click on Annual Forms.
    3. Choose View and Print Archived Forms – if you archived the form remove it from lists.
    4. Find the option “Employer’s Annual Federal Unemployment Tax Return”, then choose 940.
    5. Choose 2020, then click on View.

  2. How do I access payroll reports to find form 940?

    You can access payroll reports from the Business overview menu. The reports section contains all the standard reporting tools, including the payroll reports. You can choose the payroll reports, input the desired filters and then click on Run report to get access to the forms and payment data in your version of the accounting software.

  3. Can I take a printout of an archived 940 Form in QuickBooks?

    Yes, you can. After you find the tax form that you’re looking for, you can choose to print the form. You can even alter the print settings and get all the information mentioned on the tax form easily.

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