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Monthly Remittance Return of Final Income Taxes Withheld

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Monthly Remittance Return of Final Income Taxes Withheld

(To be filled up by the BIR) DLN: PSIC:

Fill in all applicable spaces. Mark all appropriate boxes with an “X”.

1 For the month of 2 Amended Return? 3 No. of Sheets Attached? 4 Any Taxes Withheld?

Part I Background Information

5 TIN 6 RDO Code 7 Line of Business

8 Withholding Agent's Name 9 Telephone No.

10 Registered Address 11 Zip Code

12 Category of Withholding Agent 13 Are there payees availing of tax relief under Special Law or Private Government International Tax Treaty? If yes, specify

Part II Computation of Tax

A. Details of Interest Payments and Tax Withheld Based on Regular Rates

Savings Deposit

14 Individual ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

15 Corporation ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

Time Deposit

16 Individual ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

17 Corporation ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

Deposit Substitute/Others

18 Individual ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

19 Corporation ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

Government Securities

20 Individual ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

21 Corporation ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

Preterminated Long-term Deposits/Investments

22 Individual ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

23 Corporation ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

Foreign Currency Deposit

24 Individual ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

25 Corporation ATC Total Interest/Yield Paid/Accrued Tax Rate BSP Exchange Rate Tax Required to be Withheld

26 Total Tax Required to be Withheld Based on Regular Rates (Sum of Items 14C to 22C, F, I, 23C, 24D, 25D)

B. Details of Interest Payments and Tax Withheld Based on Tax Treaty Rates

Treaty Code ATC Total Interest Tax Rate Tax Required to be Withheld

Treaty Code ATC Total Interest Tax Rate Tax Required to be Withheld

29 Total Tax Required to be Withheld Based on Tax Treaty Rates (Sum of Items 27D to 28D)

C. Details of Interest Payments to Taxpayers enjoying Preferential Tax Rates (i.e. PEZA Registered Enterprises)

ATC Total Interest Tax Rate Tax Required to be Withheld

ATC Total Interest Tax Rate Tax Required to be Withheld

32 Total Tax Required to be Withheld Based on Preferential Rates (Sum of Items 30D to 31D)

33 Total (Sum of Items 26, 29 & 32)

34 Less: Tax Remitted in Return Previously Filed, if this is an Amended Return

35 Tax Still Due/(Overremittance)

36 Add: Penalties

37 Total Amount Still Due / (Overremittance) (Sum of Items 35 & 36D)

I declare, under the penalties of perjury that this return has been made in good faith, verified by me, and to the best of my knowledge and belief, is true and correct, pursuant to the provisions of the National Internal Revenue Code, as amended, and the regulations issued under authority thereof.

38

Taxpayer Authorized Representative

39

Title/Position of Signatory

Part III Details of Payment

Particulars / Drawee Bank/Agency Number / Date / Amount

40 Cash/Bank Debit Memo

Drawee Bank/Agency Number Date Amount

41 Check

A B C D

42 Others

A B C D

Machine Validation/Revenue Official Receipt Details (If not filed with the bank)

Tax Agent Accreditation No. (if applicable)

Office and TIN of Tax Agent (if applicable)

Date of Receipt


BIR Form 1602 (ENCS) - Page 2

Schedule 1 Summary of Interest/Yield Paid and Accrued for the Month

1 On Deposit Liabilities

2 On Bills Payables/Borrowed Funds

3 Long Term Deposit on Investment

4 Others

Total Interest Expense per Books/FS

Schedule 2 Schedule of Tax Treaty Code

Use the treaty code list shown in the PDF, including AU Australia, AT Austria, BE Belgium, BR Brazil, CA Canada, CN China, DK Denmark, FI Finland, FR France, DE Germany, HU Hungary, IN India, ID Indonesia, IT Italy, JP Japan, KR Korea, MY Malaysia, NL Netherlands, NZ New Zealand, PK Pakistan, RO Romania, RU Russia, SG Singapore, ES Spain, SE Sweden, CH Switzerland, TH Thailand, GB United Kingdom, US USA.

Enter text✕

What the Monthly Remittance Return of Final Income Taxes Withheld Is

The Monthly Remittance Return of Final Income Taxes Withheld documents final payroll tax amounts withheld during a specified month and transmits those amounts to the taxing authority. Employers and payers use this return to report tax withheld and remit payment for income taxes withheld from employee wages or vendor payments. The form consolidates withholding data for the month, supports reconciliation against payroll records, and provides an audit trail for both payer and tax agency review. Filing may be required by federal, state, or local taxing authorities depending on jurisdiction and withholding type.

Why completing the monthly remittance return matters

Accurate monthly remittances ensure compliance with withholding rules, reduce penalty exposure, and maintain clear records for payroll reconciliation and tax audits.

Why completing the monthly remittance return matters

Who prepares and receives this monthly remittance

Typical preparers and recipients include payroll teams, accountants, withholding agents, and state or local revenue departments.

  • Payroll and HR teams responsible for withholding calculations and payroll reporting.
  • Finance or accounts payable teams that reconcile payroll and remit funds.
  • State or local revenue agencies that receive monthly returns and payments.

Different roles may be responsible for calculation, authorization, electronic submission, and record retention depending on organizational structure.

Core components found on a professional remittance return

A well-formed monthly remittance return groups payer identification, reporting period, tax base, amounts withheld, payment summary, and signature or authorization fields in a clear layout for electronic or paper filing.

Payer Identity

Employer name and taxpayer identification number exactly as registered with taxing authorities.

Reporting Period

Clear month and year for which withholding is reported to avoid misapplied payments.

Withheld Amounts

Line items for federal, state, and local tax withheld with separate totals for each tax type.

Payment Summary

Total due, payment method, and any prior credits or adjustments applied to the remittance.

Certification

Signature block, title, and date certifying the accuracy of reported amounts.

Supporting IDs

Contact name, phone number, and remittance reference to aid agency posting and inquiries.

Step-by-step: preparing and submitting the monthly remittance

Follow a consistent monthly workflow to compute, verify, authorize, and submit withholding and payment information to the receiving authority.

  • 01
    Collect payroll data: Export payroll totals and withheld tax lines for the month.
  • 02
    Reconcile totals: Match payroll records to remittance amounts and correct discrepancies.
  • 03
    Complete the return: Populate payer details, reporting period, and amounts on the return.
  • 04
    Submit and retain: Transmit the return via agency portal or mail, then save confirmation and records.

Setting up a digital filing workflow

Configure a repeatable workflow with mapped fields, signer roles, and confirmation receipts to reduce manual work and errors.

Field Mapping Map payroll export columns to return fields for automated population.
Signer Authentication Use email + SMS code or stronger methods for signer verification.
Bulk Upload Enable CSV import for high-volume monthly remittances.
Payment Integration Configure ACH or EFT settings to sync payment with filing.
Audit Trail Capture timestamps, IPs, and signer events for compliance.

Where to file your monthly remittance return

Identify the correct receiving agency—federal, state, or local—and follow its accepted submission channels for returns and payments.

  • State Revenue Department: Most state withholding returns and payments go to the state department of revenue.
  • Federal Filings: Federal withholding reconciliations are reported via IRS forms and deposits as required.
  • Electronic Portals: Use agency e-filing portals for faster posting and automated confirmations.
  • Mail or Check: Some jurisdictions still accept mailed returns with check payments; allow mailing time.

Digital signing and file format considerations

Ensure the chosen platform supports secure e-signatures, common file formats, and the authentication needed by the receiving authority.

  • Integrations: Connectors for payroll systems, accounting software, and cloud storage reduce manual entry.
  • Supported Formats: PDF and Word DOCX formats are widely accepted for e-submission and archiving.
  • Authentication Options: Support for email link, SMS code, and stronger signer authentication where required.

Retain signed copies in accessible formats and ensure the platform produces an audit trail and certificate of completion for each signed return.

Key filing dates and related tax deadlines

Monthly remittance timing and related filing deadlines affect deposit schedules and annual reconciliations; verify exact dates with the agency.

Monthly Remittance Due Date:

Varies by jurisdiction; commonly due mid-month following the reporting month.

Form 1099-NEC Deadline:

Recipient and IRS deadline is January 31 each year for nonemployee compensation.

Form 1099-MISC Deadlines:

Recipient due Jan 31; IRS paper Feb 28; IRS electronic Mar 31.

Form 1040 Individual Deadline:

Individual returns due April 15, with filing extensions possible.

Backup Withholding Deposit:

Deposit schedule depends on deposit frequency rules set by IRS or state.

Monthly processing milestones

Track a concise sequence from payroll close to final remittance to ensure timely submission and reconciliation.

01

Close Payroll

Finalize payroll entries and correct edits before reconciliation.

02

Reconcile Totals

Verify withheld amounts against payroll reports and ledgers.

03

Prepare Return

Populate the remittance form and calculate payment due.

04

Submit Payment

Transmit return and payment using selected agency method.

Penalties and common compliance risks

1099 Filing Penalties: $60–$330 per form (IRC §6721)
Intentional Disregard: $660+ per form, no maximum
W-2 Late Filing: Parallel penalties to 1099 series
Backup Withholding: 24% withholding when TIN is incorrect
I-9 Violations: Civil fines for paperwork failures
State Late Penalties: State interest and fines vary by jurisdiction

Security and compliance features to verify

Encryption In Transit: TLS 1.2/1.3
Encryption At Rest: AES-256
Audit Trail: Timestamp and IP logging
Certifications: SOC 2 Type II and ISO 27001
HIPAA Support: BAA available when required
eSign Legal Basis: ESIGN and UETA compliance

How monthly remittance returns differ from quarterly filings

Monthly and quarterly withholding returns serve similar purposes but differ in reporting frequency, timing, and administrative impact.

Criteria Monthly Return Quarterly Return
Frequency monthly quarterly
Due Date Window typically mid-month next end of quarter next
Cash Flow Impact higher frequency lower frequency
Reconciliation Load more frequent updates larger, periodic updates

eSignature vendor comparison for submitting and signing remittance returns

Compare entry-level pricing and core capabilities relevant to monthly remittance workflows; signNow is listed first for direct feature comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of remittance workflows

Two concise examples show how organizations handle monthly remittances and reconcile with payroll and accounting systems.

Optica Ventures LLC

The team centralized payroll exports for monthly remittance automation.

  • They reduced manual entry by consolidating files.
  • Post-implementation they achieved consistent month-end posting and faster discrepancy resolution across client payrolls, improving audit readiness and reducing time spent on manual reconciliation.

Tech Data

Tech Data integrated payroll and accounting for monthly returns.

  • Integration enabled automatic field mapping.
  • The integration decreased filing errors, shortened submission time, and provided a reliable audit trail for internal and external reviewers.

Common pitfalls to avoid when preparing monthly remittances

  • Using outdated EIN or payer name that fails agency matching rules.
  • Rounding or arithmetic errors that create reconciliation discrepancies.
  • Missing or incorrect TINs that trigger backup withholding requirements.
  • Submitting payments without retaining confirmation and audit records.

Frequently asked questions about monthly remittance returns

Answers to common filing, signature, and correction questions to help avoid delays and penalties.


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