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Using Payroll Calculator8 min readIntermediate

Tax reports in Payroll Calculator (941, DE-88, W-2)

Use Reports for Form 941 totals, Schedule B worksheet, California DE-88, W-2 box summaries, and optional Form 941 PDF via PDFusion—preparation, not e-file.

WorkMinty publishes general educational information for small business owners. It is not tax, legal, or accounting advice. Tax rules change and vary by state and situation. Consult a qualified CPA, enrolled agent, or attorney before making decisions or responding to a government audit.

Educational only · Last reviewed May 30, 2026

Product guide · Last reviewed May 30, 2026: Read and export tax summaries from Payroll Calculator. Preparation only—you or your CPA file with agencies.

Step 1 — Open Reports

  1. Go to Reports (/reports).
  2. Choose calendar year and quarter or month filters as needed.

Reports aggregate payroll history by pay date.

Step 2 — Form 941 summary

The 941 section shows line-style totals for the selected quarter:

  • Taxable wages, federal income tax withheld
  • Social Security and Medicare (employee + employer)
  • Total tax liability for the quarter

Supported: Quarterly totals from your runs.
Not supported: Automatic comparison to prior quarter lookback or e-file.

Step 3 — Schedule B (deposit reconciliation)

  1. Expand Schedule B (if shown for your deposit schedule).
  2. Review liability by pay date and suggested deposit timing labels.
  3. Use as a worksheet—confirm actual deposit dates with IRS rules and your EFTPS history.

Semiweekly vs monthly deposit schedules are reflected in labels; the app does not compute penalty-safe due dates.

Step 4 — Generate Form 941 PDF

  1. Click Generate 941 PDF (requires company profile saved, authenticated session, PDFusion template f941-2026 on your account).
  2. Review PDF before filing—fields map from company profile + quarter totals.
  3. Disabled in demo mode.

If generation fails, confirm PDFusion license and template access with WorkMinty support.

Step 5 — California DE-88

For CA employers:

  • Monthly and quarterly DE-88-style tables
  • UI, ETT, SDI totals from runs

Match to your EDD deposit and filing workflow. Software does not transmit to EDD.

Step 6 — CA Quarterly Wage Report

Shows DE 9 / DE 9C-style wage and employee count data derived from runs.

Reconcile to payroll registers before filing through EDD.

Step 7 — W-2 box totals (annual)

  1. Select the calendar year.
  2. Review Box 1, 3, 5, and state boxes per employee.
  3. Use for W-2 preparation—official W-2 printing/e-file is outside this app.

Owner health in Box 1 with FICA adjustments follows how you entered premiums on runs.

Step 8 — Form 940 summary

Annual FUTA summary lines from employer wage data.

Credit reduction and state-specific FUTA adjustments may be simplified—CPA review recommended.

Form 944 note

If company profile says 944, reports still center on 941-style quarterly views. Confirm with CPA which form you must file.

Checklist before filing

  • All pay periods for the quarter are in Payroll history
  • No duplicate or test runs in production company
  • Company profile rates match agency notices
  • Recalculate payroll year run if rates changed mid-year
  • CPA reviewed PDF and totals

Related tax education: Small business tax & filing deadlines · EDD good practices · California EDD audit overview

Next: Limits & what's not included

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