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Federal payroll forms

IRS 940 FUTA annual

IRS 944 annual

IRS 1096 annual

IRS 1099 MISC annual

IRS W-3 annual

IRS W-9

USCIS I-9 verification

IRS W-4 certificate

IRS 941 quarterly

IRS 941 Schedule B

Arizona payroll forms

AZ A1-APR annual 941

AZ A1-R annual W-3 recon.

AZ A1-T annual W-3

AZ new hire

AZ A-4 certificate W-4

AZ WEC exemption certificate

AZ A1-QRT quarterly 941

AZ UC-018 quarterly UI

Federal employee forms

IRS W-2 annual



 

Federal payroll forms

IRS 940 FUTA annual
IRS 940 FUTA annual Purpose:

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

Interval: A

Full name: Employer's Annual Federal Unemployment (FUTA) Tax Return
Submission by mail:
  • Fill out the form.
  • Send it to Department of Treasury.
  • Find the appropriate address for your state at http://www.irs.gov/instructions/i940/ch01.html#d0e302 or
  • For states in CT, DE, DC, FL, GA, IL, IN, KY, ME, MD, MA, MI, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VT, VA, WV, WI, send form with no payment to:
  • For States in AL, AK, AZ, AR, CA, CO, HI, ID, IA, KS, LA, MN, MS, MO, MT, NE, NV, NM, ND, OK, OR, SD, TX, UT, WA, WY, send form with no payment to:
Notes - Postal:
  • Make deposits by https://www.eftps.gov/
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers filing this form online, do not need to submit a paper return.
Notes - Online:
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers filing this form online, do not need to submit a paper return.

IRS 944 annual
IRS 944 annual Purpose:

To report all federal tax which was withheld from employee's salary by the employer. This form is only for smaller employers who pay $4,000 or less in wage.

Interval: A

Full name: Employer's Annual Federal Tax Return
Submission by mail:
  • Staple multiple sheets in the upper left corner when filing.
  • Find the appropriate address for your state at http://www.irs.gov/instructions/i944/ch01.html#d0e631 for mailing address depending which state you are in.
  • For states in CT, DE, DC, FL, GA, IL, IN, KY, ME, MD, MA, MI, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VT, VA, WV, WI, send form with no payment to:
  • For States in AL, AK, AZ, AR, CA, CO, HI, ID, IA, KS, LA, MN, MS, MO, MT, NE, NV, NM, ND, OK, OR, SD, TX, UT, WA, WY, send form with no payment to:

Print: 2 copies on Letter paper

Notes - Postal:
  • Make deposits by https://www.eftps.gov/
  • Employers filing this form online, do not need to submit a paper return.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
Notes - Online:
  • Make deposits by https://www.eftps.gov/
  • Employers filing this form online, do not need to submit a paper return.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.

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.
  • Send this form and Copy A of all 1099 issued (page 2), to IRS:
    • For states in AL, AZ, AR, CT, DE, FL, GA, KY, LA, ME, MA, MS, NH, NJ, NM, NY, NC, OH, PA, RI, TX, VT, VA, WV and if your legal residence or principal place of business is outside the U.S., mail all forms to:
    • For states in AK, CA, CO, DC, HI, ID, IL, IN, IA, KS, MD, MI, MN, MO, MT, NE, NV, ND, OK, OR, SC, SD, TN, UT, WA, WI, and WY, mail all forms to:
Notes - Postal:
  • Employers filing this form online, do not need to submit a paper return.
  • Employers who issued 250 or more 1099s must file online.
  • Other Due dates:
    • 31st January: When reporting non-employee compensation.
    • 31st March: if filing online.
Notes - Online:
  • Employers filing this form online, do not need to submit a paper return.
  • Employers who issued 250 or more 1099s must file online.
  • Other Due dates:
    • 31st January: When reporting non-employee compensation.
    • 31st March: if filing online.

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 states in AL, AZ, AR, CT, DE, FL, GA, KY, LA, ME, MA, MS, NH, NJ, NM, NY, NC, OH, PA, RI, TX, VT, VA, WV and if your legal residence or principal place of business is outside the U.S., send Copy A to:
  • For states in AK, CA, CO, DC, HI, ID, IL, IN, IA, KS, MD, MI, MN, MO, MT, NE, NV, ND, OK, OR, SC, SD, TN, UT, WA, WI, and WY, send Copy A to:

Print: 1 copies on Letter paper

Notes - Postal:
  • This is for non-employee individual 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, do not print and send Page 1 (CopyA) to IRS.
    • The official Copy A has a special red ink
  • The other pages are ok to be printed and sent out.
  • This form is to be given to the contractor by January 31.
  • Submitted to the IRS by February 28.
  • If submitting this form electronically, due on March 31st.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
Notes - Online:
  • This is for non-employee individual 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, do not print and send Page 1 (CopyA) to IRS.
    • The official Copy A has a special red ink
  • The other pages are ok to be printed and sent out.
  • This form is to be given to the contractor by January 31st.
  • Submitted to the IRS by February 28.
  • If submitting this form electronically, due on March 31st.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

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:
  • We are officially approved by SSA as black-and-white Copy A provider. It means you are allowed to print and submit Copy A from your user area.
  • Make sure to set "Actual size" in the print dialog. DO NOT use "Fit" or any other scaling.
  • Send one copy of Form W-3 with Copy A of Form(s) W-2 to the SSA
  • Employer keep one copy of Form W-3 for their records.

Print: 2 copies on Letter paper

Notes - Postal:
  • Employers filing this form online, do not need to submit a paper return.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • Employers must keep a copy for their records.
  • This form requires no payment
Notes - Online:
  • Employers filing this form online, do not need to submit a paper return.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • Employers must keep a copy for their records.
  • This form requires no payment

IRS W-9
IRS W-9 Purpose:

This form is used to request taxpayer identification number of an employee 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. Do not send to the IRS.
Notes - Postal:
  • You may develop and use your 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.

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 paper

Notes - Postal:
  • Section 1 should not be completed before the employee accepted a job offer.
  • The list of acceptable documents can be found on the last page of the form.
  • Do not 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.

IRS W-4 certificate
IRS W-4 certificate Purpose:

For newly hired employees to report their withholding exemption to their employer. It is also for employees who have 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 have changes in their tax situation.
  2. The employee fills up this form and returns it to the employer.
  3. Employer to keep a copy for their record.

Print: 1 copies on Letter paper

Notes - Postal:
  • Employees must fill this form out before their first pay check when starting a new job or as soon as the employee's situation changes.
  • This form is not to be submitted to IRS
  • Employers must keep this form for 4 years, and submit to the IRS if requested.

IRS 941 quarterly
IRS 941 quarterly Purpose:

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

Interval: Q

Full name: Employer's Quarterly Federal Tax Return
Submission by mail:
  • Staple multiple sheets in the upper left corner when filing.
  • Send to the Department of Treasury office that is near you
  • For states in CT, DE, DC, FL, GA, IL, IN, KY, ME, MD, MA, MI, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VT, VA, WV, WI, send form with no payment to:
  • For States in AL, AK, AZ, AR, CA, CO, HI, ID, IA, KS, LA, MN, MS, MO, MT, NE, NV, NM, ND, OK, OR, SD, TX, UT, WA, WY, send form with no payment to:
  • Employers must keep a copy for their records.

Print: 2 copies on Letter paper

Notes - Postal:
  • See IRS instructions to determine if you are a monthly or semiweekly payer.
    • Monthly: $50,000 or less in taxes in the last year (July 1 to June 30)
    • Semi-weekly: $50,000 or more in taxes in the last year (July 1 to June 30)
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
Notes - Online:
  • 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.
  • See IRS instructions to determine if you are a monthly or semiweekly payer.
    • Monthly: $50,000 or less in taxes in the last year (July 1 to June 30)
    • Semi-weekly: $50,000 or more in taxes in the last year (July 1 to June 30)

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:
  • Send to the Department of Treasury office that is near you
  • For states in CT, DE, DC, FL, GA, IL, IN, KY, ME, MD, MA, MI, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VT, VA, WV, WI, send form with no payment to:
  • For States in AL, AK, AZ, AR, CA, CO, HI, ID, IA, KS, LA, MN, MS, MO, MT, NE, NV, NM, ND, OK, OR, SD, TX, UT, WA, WY, send form with no payment to:
Notes - Postal:
  • DO NOT use the form to show your deposits.

 

Arizona payroll forms

AZ A1-APR annual 941
AZ A1-APR annual 941 Purpose:

To report tax withheld by the employer to the state on an annual basis.

Interval: A

Full name: Arizona Annual Payment Withholding Tax Return
Submission by mail:
  • This form is for employers that submit their withholding payment on an annual basis only.
  • Mail to:
  • Can be submitted online on AZTaxes at https://www.aztaxes.gov/
  • If you file quarterly Form A1-QRT, do not file this form, use Form A1-R instead.
Notes - Postal:

Annual filers are only for employers who have met certain conditions:

  • Employers has a total withholding tax of $200 or less per quarter.
  • Employer has been submitting quarterly return on a timely manner for atleast three of the four preceding quarters.
  • Employer does not have a balance due (tax, penalty, or interest) for any preceding quarter.
  • Annual reconciliation tax return for all preceding years and has been timely filed.
Notes - Online:
  • Employers that qualify to make their withholding payment on an annual basis should use form A1-APR, and should not file any Forms A1-QRT, A1-R, or A1-WP.
  • Annual filers are only for employers who have met certain conditions:
    • Employers has a total withholding tax of $200 or less per quarter.
    • Employer has been submitting quarterly return on a timely manner for atleast three of the four preceding quarters.
    • Employer does not have a balance due (tax, penalty, or interest) for any preceding quarter.
    • Annual reconciliation tax return for all preceding years and has been timely filed.

AZ A1-R annual W-3 recon.
AZ A1-R annual W-3 recon. Purpose:

To report a reconciliation of tax withheld during the year.

Interval: A

Full name: Arizona Withholding Reconciliation Return
Submission by mail:
  • If this form (A1-R) was filed online, then complete Arizona Form A1-T and include it with with the paper copy of the federal Forms W-2, W-2c, W-2G and/or 1099-R.
  • Submit this form including federal form W-2s, and/or 1099s of each employee/contractor.
  • Mail completed form including document(s) needed to:
Notes - Postal:
  • Due on the 28th of February the following calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • This form is for quarterly payment filers who file form A1-QRT per quarter.
  • Employers that file Form A1-APR, do not need to file this form.
Notes - Online:
  • Due on the 28th of February the following calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • This form is for quarterly payment filers who file form A1-QRT per quarter.
  • Employers that file Form A1-APR, do not need to file this form.

AZ A1-T annual W-3
AZ A1-T annual W-3 Purpose:

To transmit forms W-2 and/or 1099 to the state.

Interval: A

Full name: Withholding Transmittal of Wage and Tax Forms
Submission by mail:
  • Submit this form including federal form W-2s, and/or 1099s of each employee/contractor.
  • Mail completed form including document(s) needed to:
  • Keep a copy of Form A1-T and its related documents for the employer's records.

Print: 2 copies on Letter paper

Notes - Postal:
  • Due on the 28th of February the following calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • This form is required for employers that filed:
    • Arizona Form A1-R online through its payroll service provider or a transmitter or
    • Arizona Form A1-APR online through its payroll service provider, a transmitter, or by logging in to https://www.aztaxes.gov/
  • This form A1-T must be completed, regardless of the amount of Form W-2 or Form 1099 filed.

AZ new hire
AZ new hire Purpose:

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

Interval: Nhe

Full name: Arizona New Hire Reporting Form
Submission by mail:
Notes - Postal:
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who has returned after a separation of atleast 60 days.
  • A re-hire is an employee who has returned after a separation of atleast 60 days.
Notes - Online:
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who has returned after a separation of atleast 60 days.
  • A re-hire is an employee who has returned after a separation of atleast 60 days.

AZ A-4 certificate W-4
AZ A-4 certificate W-4 Purpose:

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

Interval: Nhe

Full name: Employee Withholding Certificate
Submission by mail:
  1. Give a blank form to a new employee or to employees who have changes in their tax situation.
  2. The employee fills up this form and returns it to the employer.
  3. Employer to keep a copy for their record.

Print: 1 copies on Letter paper

Notes - Postal:
  • Employers must keep a copy for their records.
  • New employees must complete this form within the first five days of employment.
  • If the employee does not complete this form, the employer must withhold 2.7% of the employee's gross taxable wages until the employer receives a completed form from the employee.
  • The employee may elect an annual withholding percentage of zero if you expect to have no income tax liability for the current year.

AZ WEC exemption certificate
AZ WEC exemption certificate Purpose:

To be used by employees to file exemption from state withholding tax.

Interval: Nhe

Full name: Employee Withholding Exemption Certificate
Submission by mail:
  • Employers must keep the completed form and any required attachments for their records.
  • Employees must keep a copy for their records.
  • The form does not need to be submitted to the Department of Revenue unless requested.
  • If the employees situation changes and no longer qualifies for the withholding exemption, they need to complete a new Form WEC to let their employer know.
  • A new form must be filed each year to keep the exemption.

Print: 2 copies on Letter paper

Notes - Postal:
  • If the employee is a military spouse, they are eligible for exemption if:
    • they are married to a servicemember and earn wages in Arizona
    • the servicemember is in Arizona in compliance with military orders
    • the employee is in Arizona solely to be with their spouse
    • the employee maintains a domicile in another state, which is the same domicile as the servicemember
  • If the employee is a Native American, they are eligible for exemption if:
    • If they live and work on the same reservation
    • they are an affiliated and enrolled member of the tribe for which that reservation was established
  • If the employee is a nonresident of Arizona, they are eligible for exemption if:
    • they are a resident of Californina, Indiana, Oregon or Virginia
    • they are allowed to claim a tax credit against your Arizona tax for taxes paid to your state of residence on Form 140NR filed for the year

AZ A1-QRT quarterly 941
AZ A1-QRT quarterly 941 Purpose:

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

Interval: Q

Full name: Arizona Quarterly Withholding Tax Return
Submission by mail:

Print: 1 copies on Letter paper

Notes - Postal:
  • Employers who pay on a quarterly basis are those who pay an average of $1500 or less withholding tax for the preceding quarter.
  • Employers who pay as the same time as their federal withholding deposits (monthly or semi-weekly) are those who pay more than $1500 withholding tax for the preceding quarter.
Notes - Online:
  • Employers who pay on a quarterly basis are those who pay an average of $1500 or less withholding tax for the preceding quarter.
  • Employers who pay as the same time as their federal withholding deposits (monthly or semi-weekly) are those who pay more than $1500 withholding tax for the preceding quarter.
  • An employer required to use the regular computation must add its withholding liabilities for the preceding four calendar quarters and divide the total by four.

AZ UC-018 quarterly UI
AZ UC-018 quarterly UI Purpose:

To report wages and unemployment tax for the quarter to the state.

Interval: Q

Full name: Unemployment Tax and Wage Report
Submission by mail:
  • Include assigned tax rate in Section C-4.
  • Mail to:
  • Can also be filed online if you have between 1 to 999 employees using Tax and Wages System

Print: 1 copies on Letter paper

Notes - Postal:
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not adjust prior quarter wages on this report.
  • In Section A, indicate the months of the calendar quarter on the left and the number of employees for that calendar quarter on the right.
Notes - Online:
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not adjust prior quarter wages on this report.
  • Submission online is preferred for reporting up to 999 employees.

 

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:
  1. We are officially approved by SSA as black-and-white Copy A provider. It means you are allowed to print and submit Copy A from your user area.
    • Make sure to set "Actual size" in the print dialog. DO NOT use "Fit" or any other scaling.
  2. Send page 1 (Copy A) of Form W-2 with Form W-3 to:
  3. Send page 2 (Copy 1) to your state, city or local tax department (if required).
  4. Give Pages 3, 4 & 5 (Copies B, C & 2) to your employee by 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.
  5. Keep Copy D for the employers records for 4 years.

Print: 1 copies on Letter paper

Notes - Postal:
  • Use only the official Page 1 (Copy A) from IRS, do not print and send Page 1 (CopyA) to IRS.
    • The official Copy A has a special red ink
  • Do not staple Forms W-2 together or to Form W-3.
  • Prepare W-2s alphabetically in employee's last name or numerically using SSN number.
  • Do not send any payment with Forms W-2 and W-3.
Notes - Online:
  • Use only the official Page 1 (Copy A) from IRS, do not print and send Page 1 (CopyA) to IRS.
    • The official Copy A has a special red ink
  • Do not send any payment with Forms W-2 and W-3.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

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