Which Small Business Payroll Forms Matter Most

As a business owner, using small business payroll forms allows you to collect and report crucial payroll information. However, using these forms also means familiarizing yourself with what they all mean and when you must file them.

Before you create your first small business, you should know that tax season does not only revolve around April 15. Even once you complete your tax forms and deductions, you must consider other tax requirements. These include employment tax filings and estimated tax payments. Review the following federal forms so you and your company can plan ahead.



Form I-9 – You should prepare Form I-9 for new employees before they arrive on the job. All employees must submit the form within the first three days of starting a new position. As the employer, you can verify an employee’s legal eligibility to work with the Form I-9. Either keep their forms for three years or one year after they leave the company.

Form W-4 – When filing small business payroll forms, you need every new hire’s Form W-4. The form will tell you how much you should withhold from their paycheck when it comes time for income taxes. You need to collect that information before you can run their payroll.

Form 1095-B – Confirm whether you need to worry about creating and filing Forms 1095. The forms relate to employee health insurance. You will file the form for employees who receive a small business-sponsored health insurance. Their coverage must exceed the Affordable Care Act’s considered “minimum essential coverage.”

Form 940 – Your business will file Form 940 every January. On the form, businesses report all of the previous year’s Federal Unemployment Tax Act payments. FUTA is an employer-paid tax. Make sure to review if you overpaid in FUTA the previous year. You can seek a refund by using Form 940 as well.

Form W-9 – The form does not technically qualify under small business payroll forms. However, small businesses may also contract out certain jobs. A business files Form W-9 for independent contractors like it files Form W-4 for employees. You will need to gather the contractor’s name, address, Social Security Number or Employer Identification Number, and their entity tax status.

Form 1096 – The form lets taxpayers summarize all of the 1099 payments their company made in the previous year. If you file on paper, you must include Form 1096. Find your company a tax software that you know is reliable to avoid that extra step.


Why Use AMS Payroll Software?

Filing payroll by hand takes more time and runs the risk of avoidable errors. You can use our software to generate your small business payroll forms. Our payroll software serves as an add-on module to our W-2/1099 Forms Filer.



Users can input payroll and non-employee compensation by check throughout the entire year. The software supports more than 30 different Check Types. Our clients can also electronically file their 941, 944, and 940 forms.

Software Solutions from AMS

Our W-2 and 1099 Forms Filer is our only required platform. From there, users pick the services they need. Choose from the tools below to build out your customized accounting software.