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California tax forms

CA DE 9 quarterly 941

California new hire forms

CA DE 542 new hire contractor

CA DE 34 new hire

CA DE 4 certificate W-4

Federal tax forms

IRS 940 FUTA annual

IRS 940 Schedule A

IRS 944 annual

IRS 1096 annual

IRS 1099 MISC annual

IRS W-3 annual

IRS 941 quarterly

IRS 941 Schedule B

Federal new hire forms

IRS W-9

USCIS I-9 verification

IRS W-4 certificate

Federal employee forms

IRS W-2 annual



 

California tax forms

CA DE 9 quarterly 941
CA DE 9 quarterly 941 Purpose

To report tax withheld by the employer to the state on a quarterly basis.

Interval: Q

Full name: Quarterly Contribution Return and Report of Wages

Print: 1 copies on Letter (8.5in x 11in) paper

Notes - Online
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Don't send any payment with this return.
  • Don't adjust a prior period's wages on this report.
Learn more

 

California new hire forms

CA DE 542 new hire contractor
CA DE 542 new hire contractor Purpose

To report any new independent contractors starting work for the company.

Interval: Nhc

Full name: Report of independent contractor(s)
Submission by mail
  • Must be submitted to EDD within 20 days of paying/contracting for $600 or more in services.
  • Mail to:
    Employment Development Department
    PO Box 997350 MIC 96
    Sacramento CA  95899-7350
  • Or fax to: (916) 319-4400
  • Employers can also submit reports online.

Print: 1 copies on Letter (8.5in x 11in) paper

Notes - Postal

Contractors that are corporations, general partnerships, limited liability partnerships, and limited liability companies aren't required to report. The company must file a Form 1099-MISC for the services performed by the independent contractor showing the total for the year.

Notes - Online

Contractors that are corporations, general partnerships, limited liability partnerships, and limited liability companies aren't required to report. The company must file a Form 1099-MISC for the services performed by the independent contractor showing the total for the year.

Learn more

CA DE 34 new hire
CA DE 34 new hire Purpose

To report newly hired and re-hired employees to the state.

Interval: Nhe

Full name: Report of New Employee(s)
Submission by mail
  • Mail to:
    Employment Development Department
    PO Box 997016
    MIC 96
    West Sacramento CA  95799-7016
  • Or fax to: (916) 319-4400
  • Employers can also submit reports online.

Print: 1 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who's returned after a separation of at least 60 days.
  • Employers who fail to report a new hire or rehire, may be given a penalty of $24 for each failure to report or $490 if the failure to report is intentional.
  • Employers must report all employees who work in California, regardless of where they live.
Notes - Online
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who's returned after a separation of at least 60 days.
  • Employers who submit reports online shall submit the reports at most, twice a month, 12 to 16 days apart.
  • Employers who fail to report a new hire or rehire, may be given a penalty of $24 for each failure to report or $490 if the failure to report is intentional.
  • Employers must report all employees who work in California, regardless of where they live.
Learn more

CA DE 4 certificate W-4
CA DE 4 certificate W-4 Purpose

For newly hired employees to report their withholding exemption to their employer. It's also for employees who've recently changed their tax status which will affect their withholding exemptions.

Interval: Nhe

Full name: Employee's Withholding Allowance Certificate
Submission by mail
  • Employees must complete this form to make sure that they don't under-withhold their California personal income tax.
  • Employees must return this back to their employer.
  • Employers must keep a copy for their records.

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal

This form doesn't change the federal withholding allowances of the employee.

Learn more

 

Federal tax forms

IRS 940 FUTA annual
IRS 940 FUTA annual Purpose

To report federal employer tax that's used to help fund state workforce agencies.

Interval: A

Full name: Employer's Annual Federal Unemployment (FUTA) Tax Return
Submission by mail
  • Due on or before on or before January 31st of the succeeding calendar year.

  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

  • For employers in California, send form with no payment to:

    Department of the Treasury
    Internal Revenue Service
    Ogden UT 84201-0046

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers filing this form online, don't need to submit a paper return.
  • Don't adjust a prior period's wages on this report.
Learn more

IRS 940 Schedule A
IRS 940 Schedule A Purpose

Use this schedule to show which states you paid state unemployment tax.

Interval: A

Full name: Multi-State Employer amd Credit Reduction Information
Submission by mail
  • Employers with employees in multiple states must complete and attach this form to Form 940.
  • Due on or before on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • For employers in California, send form with no payment to:
    Department of the Treasury
    Internal Revenue Service
    Ogden UT 84201-0046

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Don't send any payment with this return.
  • Don't adjust a prior period's wages on this report.
  • Employers filing this form online, don't need to submit a paper return.
Learn more

IRS 944 annual
IRS 944 annual Purpose

To report all federal tax which was withheld from employee's salary by the employer.

Interval: A

Full name: Employer's Annual Federal Tax Return
Submission by mail
  • The IRS will notify employers eligible to file this form instead of Form 941.
  • This form is due on or before January 31st of the succeeding calendar year.
  • Staple multiple sheets in the upper left corner when filing.
  • For employers in California, send form with no payment to:

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Don't adjust a prior period's wages on this report.
  • Employers must keep a copy for their records.
Learn more

IRS 1096 annual
IRS 1096 annual Purpose

To transmit all 1099s issued for the current year.

Interval: A

Full name: Annual Summary and Transmittal of U.S. Information Returns
Submission by mail
  • Fill in Page 1 (Copy A) by hand (use black ink) using the official IRS copy.
  • Employers can also submit reports online.
  • Send this form and Copy A of all 1099 issued (page 2), to IRS:
  • For employers in California, mail all forms to:
    Department of the Treasury
    Internal Revenue Service Center
    PO Box 219256
    Kansas City MO 64121-9256
Notes - Postal
  • Employers filing this form online, don't need to submit a paper return.
  • Employers who issued 250 or more 1099s must file online.
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
Notes - Online
  • Fill in Page 1 (Copy A) by hand (use black ink) using the official IRS copy.
  • Employers must use FIRE when submitting reports online.
  • Employers filing this form online, don't need to submit a paper return.
  • Employers who issued 250 or more 1099s must file online.
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
Learn more

IRS 1099 MISC annual
IRS 1099 MISC annual Purpose

To record payments made by businesses to independent contractors or non-employee whom you paid $600 or more, or $10 or more in royalties.

Interval: A

Full name: Miscellaneous Income
Submission by mail
  • Send this form (1099-MISC) to a contractor (non-employee)
    • Page 1 - Copy A is submitted to the IRS by the employer/company
    • Page 2 - Copy 1 is submitted to the state tax department by the employer/company
    • Page 3 - Copy B is for the contractor or individual non-employee
    • Page 4 - Copy 2 is given to the contractor or individual non-employee for filing with the state tax return
    • Page 5 - Copy C is kept by the employer/company
  • For employers in California, send Copy A to:
    Department of the Treasury
    Internal Revenue Service Center
    PO Box 219256
    Kansas City MO 64121-9256
  • Employers can also submit reports online.
Submission online
  • This is for non-employee individuals who the employer has:
    • Paid $600 or more to the contractor or $10 or more in royalties during the year.
    • Showing the total amount paid for that year.
  • Submit page 1 (Copy A) of Form 1099-MISC online.
  • The other pages can be printed and sent out.

Print: 1 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • This is for non-employee individuals who the employer has:
    • Paid $600 or more to the contractor or $10 or more in royalties during the year.
    • Showing the total amount paid for that year.
  • Use only the official Page 1 (Copy A) from IRS, don't print and send Page 1 (Copy A) to IRS.
    • The official Copy A has a special red ink
  • The other pages can be printed and sent out.
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
Notes - Online
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
Learn more

IRS W-3 annual
IRS W-3 annual Purpose

Summary page of all W-2 forms issued by the employer to the federal government.

Interval: A

Full name: Transmittal of Wage and Tax Statements
Submission by mail
  • on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • We're officially approved by the SSA as a black-and-white Copy A provider. It means you're allowed to print and submit Copy A from your user area.
  • Make sure to set "Actual size" in the print dialog. DON'T use "Fit" or any other scaling.
  • Employers can also submit reports online.
  • Send one copy of form W-3 with copy A of forms W-2 to:
    Social Security Administration
    Direct Operations Center
    Wilkes-Barre PA  18769-0001
Submission online
  • on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employers filing this form online, don't need to submit a paper return.
  • Employers must keep a copy for their records.
  • This form requires no payment.
Notes - Online
  • Employers filing this form online, don't need to submit a paper return.
  • Employers must keep a copy for their records.
  • This form requires no payment.
Learn more

IRS 941 quarterly
IRS 941 quarterly Purpose

To report all federal payroll tax which was withheld from the employee's salary by the employer.

Interval: Q

Full name: Employer's Quarterly Federal Tax Return
Submission by mail
  • This form is due on Apr 30, Jul 31, Oct 31, Jan 31 (month end following the end of the quarter).
  • Staple multiple sheets in the upper left corner when filing.
  • For employers in California, send form with no payment to:
    Department of the Treasury
    Internal Revenue Service
    Ogden UT 84201-0005

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employers must keep a copy for their records.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Don't adjust a prior period's wages on this report.
Learn more

IRS 941 Schedule B
IRS 941 Schedule B Purpose

Use this schedule to show your tax liability for the quarter.

Interval: Q

Full name: Report of Tax Liability for Semiweekly Schedule Depositors
Submission by mail
  • Semi-weekly schedule depositors must attach this to form 941.
  • Employers with a tax liability less than $2,500 for the quarter don't need to complete this form.
  • For employers in California, send form with no payment to:
    Department of the Treasury
    Internal Revenue Service
    Ogden UT 84201-0005

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Don't use the form to show your deposits.
  • Don't send any payment with this return.
  • Don't adjust a prior period's wages on this report.
Learn more

 

Federal new hire forms

IRS W-9
IRS W-9 Purpose

This form is used to request taxpayer identification number of an employee or independent contractor and to request certain certifications and claims for exemption.

Interval: Nhc

Full name: Request for Taxpayer Identification Number and Certification
Submission by mail
  • Return to the requester. Don't send to the IRS.

Print: 1 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employers may develop and use their own form W-9 if its content is similar to the official IRS form W-9 and it satisfies certain certification requirements.
  • See certification requirements here.
Learn more

USCIS I-9 verification
USCIS I-9 verification Purpose

To verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.

Interval: Nhe

Full name: Employment Eligibility Verification
Submission by mail
  • Newly hired employees must complete and sign section 1, no later than the first day of employment.
  • The employee must also present acceptable documents evidencing identity and employment authorization to the employer.
  • The employer examines the employment eligibility and identity document(s) that the employee presents to determine whether the document(s) are genuine.
  • The employer then fills in section 2 relating to the documents provided by the employee.

Print: 6 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Section 1 should never be completed before the employee accepts a job offer.
  • The list of acceptable documents can be found on the last page of the form.
  • Don't send completed form to USCIS or Immigration and Customs Enforcement.
  • Form I-9 must be retained and stored by the employer either for three years after the date of hire or for one year after employment is terminated, whichever is later.
Learn more

IRS W-4 certificate
IRS W-4 certificate Purpose

For newly hired employees to report their withholding exemption to their employer. It's also for employees who've recently changed their tax status which will affect their withholding exemptions.

Interval: Nhe

Full name: Employee's Withholding Allowance Certificate
Submission by mail
  1. Give a blank form to a new employee or to employees who've got changes in their tax situation.
  2. The employee fills up this form and returns it to the employer.
  3. Employers must keep a copy for their records.

Print: 2 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Employees must fill this form out before their first paycheck when starting a new job or as soon as the employee's situation changes.
  • This form doesn't need to be submitted to the IRS unless the employer is required to do so.
  • Employers must keep this form for 4 years, and submit to the IRS if requested.
Learn more

 

Federal employee forms

IRS W-2 annual
IRS W-2 annual Purpose

To report the amount of wages and salaries and taxes withheld for each employee to the federal and state government.

Interval: A

Full name: Wage and Tax Statement
Submission by mail
  • Due on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • We're officially approved by the SSA as a black-and-white Copy A provider. It means you're allowed to print and submit Copy A from your user area.
  • Make sure to set "Actual size" in the print dialog. DON'T use "Fit" or any other scaling.
  • Send page 1 (Copy A) of form W-2 with form W-3 to:
    Social Security Administration
    Direct Operations Center
    Wilkes-Barre PA  18769-0001
  • Send page 2 (Copy 1) to your state, city or local tax department (if required).
  • Give pages 3, 4 & 5 (Copies B, C & 2) to your employee by on or before January 31st of the succeeding calendar year.
  • Keep copy D for the employers records for 4 years.
  • Employers can also submit reports online.
Submission online
  • Due on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • Submit page 1 (copy A) of form W-2 online.
  • Give pages 3, 4 & 5 (Copies B, C & 2) to your employee by on or before January 31st of the succeeding calendar year.
  • Keep copy D for the employers records for 4 years.

Print: 1 copies on Letter (8.5in x 11in) paper

Notes - Postal
  • Don't staple forms W-2 together or to form W-3.
  • Prepare W-2s alphabetically in employee's last name or numerically using SSN number.
  • Don't send any payment with forms W-2 and W-3.
Notes - Online

Don't send any payment with forms W-2 and W-3.

Learn more

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