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Questions About Tax Forms

Federal/State Requirements:

The Internal Revenue Service(IRS) and Social Security Administration (SSA) require only four parts for W-2s

COPY A - Employer Copy for Social Security Administration;
COPY B - For Employee's Tax Return
COPY C - Employee's Record Copy; and
COPY D - Employer File Copy.

In those States where there is no State or Local Income Tax, a basic 4-part W-2 is sufficient.

Most states with State Income Tax Programs require a 6-part form. An additional copy is provided for the employer to submit to the state and an additional copy for the employee to attach to their State Tax Return.

In states where there are Local or City Tax Programs, an 8-part set is required. Refer to the State Requirements chart below for specific requirements.

Copies of W-2 B, C and 2 generally are to be provided to the employees by January 31st.

If you have questions about reporting on Form W-2, call the Information Reporting Customer Service toll-free 1-866-455-7438 or 304-263-8700 (not toll-free) The hours of operation are 8:30 am to 4:30 pm Eastern Time.

 State Requirements for W-2 and 1099-MISC

 

State

No. of Parts Required

 

 

Form W-2

**Form 1099-MISC

 

Alabama*

6, possibly 8

4

 

Alaska

4

3

 

Arizona

6

4

 

Arkansas

6

3 or 4

 

California

6

  4

 

Colorado

6

4

 

Connecticut

6

3 or 4

 

Delaware*

6, possibly 8

4

 

D.C.

6

4

 

Florida

4

3

 

Georgia

6

  4

 

Hawaii

6

3 or 4

 

Idaho

6

3 or 4

 

Illinois

6

3 or 4

 

Indiana

6

3 or 4

 

Iowa

6

3 or 4

 

Kansas

6

4

 

Kentucky*

6, possibly 8

3 or 4

 

Louisiana

6

3 or 4

 

Maine

6

3 or 4

 

Maryland*

6, possibly 8

  4

 

Massachusetts

6

3 or 4

 

Michigan*

6, possibly 8

4

 

Minnesota

6

3 or 4

 

Mississippi

6

3 or 4

 

Missouri*

6, possibly 8

3 or 4

 

Montana

6

  4

 

Nebraska

6

4

 

Nevada

4

3

 

New Hampshire

4

3

 

New Jersey

6

3 or 4

 

New Mexico

6

3 or 4

 

New York*

6, possibly 8

3 or 4

 

North Carolina

6

3 or 4

 

North Dakota

6

3 or 4

 

Ohio*

6, possibly 8

3 or 4

 

Oklahoma

6

3 or 4

 

Oregon

6

3 or 4

 

Pennsylvania*

6, possibly 8

3

 

Rhode Island

6

4

 

South Carolina

6

4

 

South Dakota

4

3

 

Tennessee

4

3

 

Texas

4

3

 

Utah

6

3 or 4

 

Vermont

6

3 or 4

 

Virginia

6

4

 

Washington

4

3

 

West Virginia

6

3

 

Wisconsin

6

4

 

Wyoming

4

3

 

Certain cities in Alabama, Delaware, Kentucky, Maryland, Michigan, Missouri, New York, Ohio and Pennsylvania require an 8 Part All Purpose W-2 Form. Check your local requirements before ordering.
* * States noted as 3 or 4 part for 1099 MISC filing - if State Taxes have been withheld on the 1099 MISC, then  4 part form is required, otherwise copy is not required to be filled with the recipients personal taxes. Some states require a 5-part form if Box 16 (State tax withheld) is filled in on the 1099-MISC form.

 

 

W-3 Transmittal Forms

A Form W-3 Transmittal is completed only when paper Copy A of Form W-2, Wage and Tax Statement, is being filed. Do not file Form W-3 alone. Do not file Form W-3 for W-2 Forms that were submitted electronically to the Social Security Administration (SSA). All paper forms must comply with IRS standards and be machine readable. Photocopies are not acceptable. Use a W-3 Form even if only one paper W-2 Form is being filed. Make sure both the W-3 and the W-2 show the correct tax year and Employer Identification Number (EIN). Make a copy of this form and keep it with Copy D (For Employer) of the W-2s for your records.

You need one W-3 form to summarize all paper W-2 Copy A forms for a single company (EIN).

Do not use W-3 forms when e-filing. All W2 kits contain 4 free W-3 forms. If you require more than 4 you will need to order extra W-3 forms.


Form Due Dates: Mail any paper W-2 forms under cover of a W-3 Transmittal Form by February 29th. Electronic fill-in or uploads that are filed through SSA's Business Services Online (BSO) website will be on time if submitted by April 2nd.

1096 Transmittal Forms

You need one 1096 form to transmit a summary of 1099, 1098, 5498, and W-2G forms filed by a single company EIN or TIN. Use one 1096 for each type of form filed.

Electronic Filing Information

W-2 must be filed electronically or on paper.
Mag-Media filing will no longer be accepted by the Social Security Administration (SSA) as of February 28, 2006.

The SSA strongly suggests that employers report W-3 forms and W-2 Copy A electronically instead of submitting paper forms. SSA provides two free options on its Business Services Online (BSO) website.

W-2 Online Use fill-in forms to create, save, print, and submit up to 20 W-2 Forms at a time to SSA

File Upload Upload wage files to SSA that you have created using payroll or tax software that formats the files according to SSA's Specifications for Filing Form W-2 Elecetronically.

For more information, go to www.ssa.gov/employer and select "First Time Filers" or "Returning Filers" under "BEFORE YOU FILE".

1099 Forms must be filed electronically or on paper as of 12/1/2010.
The change in the electronic filing requirements generally affects information returns relating to interest and dividend payments (Forms 1099INT, DIV, OID, and PATR) and broker/barter exchange transactions (Form 1099B).

You are required to file such information returns electronically only if you are required to file 250 or more returns.

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