[PR] 941 Federal Form and Schedule B in Aatrix

When the total taxes reported on Form 941 (Line 10) do not match the totals on Schedule B, several factors may be contributing to the imbalance. This issue commonly occurs due to differences in how the forms calculate and source tax data: the 941 Federal Form uses employee accumulations (based on paid month), while Schedule B uses employee sequence detail (based on check date).

Common Causes and Resolutions

Mismatch Between Paid Date and Paid Month

• If check dates fall outside the paid month (e.g., check dated July 1 with a June paid month), tax liabilities will not align between reports.
• Run the PR Federal Tax Deposit Liability report to identify mismatched dates. Adjust the 941 or Schedule B in Aatrix as needed.

Different Basis Codes for Deductions and Liabilities

• When deduction and liability codes use different basis settings, taxable wage calculations will differ.
• Verify consistency using the PR 940/941 Information report and ensure both sides use the same basis codes.

Ledger Update Not Run or Manual Accumulation Edits

• If ledger updates have not been finalized or if accumulations were edited manually in PR Employee Accumulations, discrepancies can occur.
• Compare the PR Employee Sequence Detail report with the PR 940/941 Information report to confirm data accuracy.

Rounding or Manual Overrides

• Small rounding differences or manual tax overrides in PR Employee Pay Seq Control may cause variances.
• To reduce discrepancies, enable “Use YTD accumulations to correct rounding errors” in PR Deductions/Liabilities.

Multiple Paid Months in a Single Pay Period

• If a pay period spans two months (e.g., March 27 period with both March and April paid months), portions of tax liability will fall in different quarters.

Additional Medicare Tax Differences

• Employees with additional Medicare wages (.009 rate) may require manual adjustments in Schedule B within Aatrix to match Form 941 totals.

Best Practices

• Always verify paid dates, basis codes, and ledger updates before filing.
• Use Aatrix’s editable Schedule B feature to align totals before submission.
• Run the PR Employee Sequence Detail, PR Federal Tax Liability, and PR 940/941 Information reports regularly for validation.