Pay Payroll Taxes by Phone: EFT Steps

This guide walks you through paying your federal payroll taxes by phone using the Electronic Federal Tax Payment System (EFTPS). You’ll learn the exact steps to make a same-day or scheduled payment, what information to have ready, and how to avoid common errors that trigger penalties.

What You’ll Need

Your EFTPS PIN (Personal Identification Number) – a 6-digit number you created when you enrolled.
Your EFTPS password – a 6-8 character password you set during enrollment.
Your EIN (Employer Identification Number) – the 9-digit number assigned to your business.
Your bank account number and routing number for the account you’ll pay from.
Your tax form number (e.g., 941, 940, 944) and the tax period (e.g., Q1, Q2, or annual).
The exact amount you owe, in dollars and cents.
A phone with touch-tone dialing – the system is automated and voice-controlled.

Step-by-Step

Call the EFTPS automated voice response system at 1-800-555-3453. This is the official EFTPS phone number. Have your information ready before you call.
Listen to the menu and choose the payment option. The system will ask what you want to do – select “Make a payment” (usually by pressing 1 or saying “payment”).
Enter your EIN. Use the touch-tone keypad to enter your 9-digit Employer Identification Number. If you have multiple EINs, make sure you’re using the one associated with the tax you’re paying.
Enter your PIN. You’ll be prompted for your 6-digit PIN. If you’ve forgotten it, you’ll need to contact EFTPS customer service – you cannot reset it over the phone.
Enter your password. Next, enter your 6-8 character password. The system will then verify your identity.
Select the tax form. You’ll be asked which tax form you’re paying – for example, Form 941 (quarterly federal tax return) or Form 940 (annual federal unemployment tax).
Select the tax period. Choose the quarter or year for which you’re paying. For Form 941, this is the calendar quarter (e.g., Q1 = Jan-Mar). For Form 940, it’s the calendar year.
Enter the payment amount. Type the exact amount in dollars and cents, using the keypad. For example, $1,234.56 would be entered as 1234.56.
Choose a payment date. You can schedule a future date (up to 365 days ahead) or make a same-day payment. For same-day, you must call by 8 p.m. ET (or 5 p.m. ET for some banks).
Enter your bank account information. Provide your routing number and account number. The system will verify the account is valid.
Review and confirm. The system will read back all the details. Listen carefully – if anything is wrong, you can cancel and start over. If correct, confirm the payment.
Write down your confirmation number. After you confirm, the system will give you a 15-digit confirmation number. Save this for your records – it’s proof of payment.

Common Mistakes

Calling after the cutoff. For same-day payments, you must call by 8 p.m. ET. If you call later, the payment will be dated the next business day, which could incur a late penalty.
Entering the wrong EIN. A single digit off can apply the payment to the wrong business. Double-check your EIN before confirming.
Selecting the wrong tax period. Paying Q2 when you owe Q1 creates a mismatch that the IRS may treat as unpaid.
Using the wrong bank account. Ensure the routing number is for the correct bank and the account number is for the correct account – a common error when you have multiple accounts.
Forgetting to confirm. If you hang up before confirming, no payment is made. Always wait for the confirmation number.
Ignoring the confirmation number. You’ll need it if there’s a dispute about whether you paid.

Tips

Call early in the day. The phone lines are busiest near the 8 p.m. deadline. Calling in the morning reduces wait time.
Have a calculator handy. If you’re paying estimated taxes, double-check your math before calling to avoid underpayment penalties.
Use the same bank account each time. Consistency makes it easier to track payments and reconcile your books.
Schedule payments in advance. You can schedule up to 365 days ahead, which is helpful for quarterly estimated taxes.
Keep a payment log. Record the date, amount, confirmation number, and tax period in a spreadsheet for your records.
Test with a small payment. If you’re new to EFTPS, make a small payment (like $1) first to verify your credentials work.

Troubleshooting

You forgot your PIN or password. You cannot retrieve these over the phone. Call EFTPS customer service at 1-800-555-4477 (business hours) to have a new PIN mailed to you – this takes 7-10 days. For password reset, you can do it online if you have your PIN.

The system says your EIN is not enrolled. If you haven’t enrolled in EFTPS, you must do so online at eftps.gov. Enrollment takes about a week because the IRS mails you an activation code.

The payment is rejected. This usually means the bank account number or routing number is incorrect, or the account has insufficient funds. Call your bank to verify the numbers, then try again.

You get disconnected mid-call. The system does not save partial entries. Call back and start over – your previous input is not retained.

You need to cancel a scheduled payment. You can cancel a future-dated payment by calling the EFTPS voice system and selecting the “Cancel a payment” option, but only up to 2 business days before the scheduled date.

The confirmation number seems wrong. It should be 15 digits. If you receive a shorter number, it may be an error – call customer service to verify the payment was recorded.

Frequently Asked Questions

Can I pay payroll taxes by phone without enrolling in EFTPS first?

No. You must be enrolled in EFTPS, which requires an online application and a mailed activation code. Once enrolled, you can use the phone system.

Is there a fee for paying by phone?

No. EFTPS is a free service provided by the U.S. Department of the Treasury. You only pay the tax amount itself.

What time is the cutoff for same-day payments?

For most taxpayers, you must call by 8 p.m. ET. However, some banks have an earlier cutoff – check with your bank if you’re unsure.

Can I pay for multiple tax periods in one call?

Yes. After completing one payment, the system will ask if you want to make another. You can repeat the process for different periods or forms.

What if I need to pay more than the amount I owe?

You can pay any amount, but overpayments are typically applied as credits to future taxes. It’s better to pay the exact amount to avoid confusion.

How do I get a receipt for my payment?

You’ll receive a confirmation number at the end of the call. You can also log into EFTPS online to view and print payment history for your records.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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