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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

Delaware payroll forms

DE W3 9801 annual W-3 recon.

DE W3A 9801 annual W-3 8th-monthly recon.

DE W1 9301 monthly 941

DE W1-A 8th-monthly 941

DE new hire

DE W-4DE exemption certificate

DE W1-Q quarterly 941

DE UC-8 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.

 

Delaware payroll forms

DE W3 9801 annual W-3 recon.
DE W3 9801 annual W-3 recon. Purpose:

To report a reconciliation of tax withheld during the year.

Interval: A

Full name: Monthly and Quarterly Annual Reconciliation
Submission by mail:
  • Submit this form along with a copy of IRS Form W-2 and 1099 form.
  • Any payment due must be submitted together with this form.
  • Mail to:
Notes - Postal:
  • Employers who are required to file the IRS W-3 online, must also file state W-3 online.
  • If the W-3 Form shows an overpayment:
    • Attach an explanation for the adjustment
    • This amount will be refunded provided such overpayment does not result from over-withholding.
Notes - Online:
  • Employers who are required to file the IRS W-3 online, must also file state W-3 online.
  • If the W-3 Form shows an overpayment:
    • Attach an explanation for the adjustment
    • This amount will be refunded provided such overpayment does not result from over-withholding.

DE W3A 9801 annual W-3 8th-monthly recon.
DE W3A 9801 annual W-3 8th-monthly recon. Purpose:

To report a reconciliation of taxes withheld made during the year. For employers who file withholding taxes on an 8th-monthly basis.

Interval: A

Full name: DE Withholding 8th-Monthly annual Reconciliation form
Submission by mail:
  • Submit this form along with a copy of IRS Form W-2 and 1099 form.
  • Any payment due must be submitted together with this form.
  • Do not use this form if you are a quarterly or monthly filer.
  • Mail to:
Submission online:
  • Submit this form along with a copy of IRS Form W-2 and 1099 form.
  • Any payment due must be submitted together with this form.
  • Do not use this form if you are a quarterly or monthly filer.
Notes - Postal:
  • Employers who are required to file the IRS W-3 online, must also file state W-3 online.
  • If the W-3 Form shows an overpayment:
    • Attach an explanation for the adjustment
    • This amount will be refunded provided such overpayment does not result from over-withholding.
Notes - Online:
  • Employers who are required to file the IRS W-3 online, must also file state W-3 online.
  • If the W-3 Form shows an overpayment:
    • Attach an explanation for the adjustment
    • This amount will be refunded provided such overpayment does not result from over-withholding.

DE W1 9301 monthly 941
DE W1 9301 monthly 941 Purpose:

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

Interval: M

Full name: Deleware Monthly Withholding Tax Return
Submission by mail:
  • Mail payment with this form to:
Notes - Postal:
  • Lookback period is from July 1 to June 30 in the year immediately preceding the calendar year.
  • Filing Frequency:

    • Quarterly: $4,500 withholding tax or less
    • Monthly: between $4,500.01 and $25,000 withholding tax
    • Eight Monthly: $25,000.01 and greater
  • Employers with no prior record of withholding will file on a monthly basis until the next lookback period.
  • Employers required to submit Federal taxes though EFT are required to file electronically for Delaware.
Notes - Online:
  • Lookback period is from July 1 to June 30 in the year immediately preceding the calendar year.
  • Filing Frequency:

    • Quarterly: $4,500 withholding tax or less
    • Monthly: between $4,500.01 and $25,000 withholding tax
    • Eight Monthly: $25,000.01 and greater
  • Employers with no prior record of withholding will file on a monthly basis until the next lookback period.
  • Employers required to submit Federal taxes though EFT are required to file electronically for Delaware.

DE W1-A 8th-monthly 941
DE W1-A 8th-monthly 941 Purpose:

To report and make payment of withholding taxes to the state on an eighth monthly basis.

Interval: 8

Full name: Delaware 8th-monthly Withholding
Submission by mail:
  • Mail payment with this form to:
Notes - Postal:
  • Lookback period is from July 1 to June 30 in the year immediately preceding the calendar year.
  • Filing Frequency:

    • Quarterly: $4,500 withholding tax or less
    • Monthly: between $4,500.01 and $25,000 withholding tax
    • Eight Monthly: $25,000.01 and greater
  • Employers with no prior record of withholding will file on a monthly basis until the next lookback period.
  • Employers required to submit Federal taxes though EFT are required to file electronically for Delaware.
  • Employers who file this form will no longer be required to file quarterly reconciliation returns. An annual reconciliation must be filed.

DE new hire
DE new hire Purpose:

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

Interval: Nhe

Full name: Delaware New Hire Reporting
Submission by mail:
  • Mail a copy of the IRS W-4 form to:
Submission online:
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.


DE W-4DE exemption certificate
DE W-4DE exemption certificate Purpose:

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

Interval: Nhe

Full name: Annual Withholding Tax Exemption Certification for Military Spouse
Submission by mail:
  • Employees must submit this certificate to their employers.
  • Employers must keep a copy for their records.

Print: 2 copies on Letter paper

Notes - Postal:
  • The employee must show the employer the original current military ID of the spouse. The IDs are reissued every four years, the employer may not accept a Military ID that is dated more than four years before the date it is given to the employer.
  • If the employer believes the employee has claimed too many exemptions or improperly claimed the exemption, the employer must contact the Division of Revenue immediately.

DE W1-Q quarterly 941
DE W1-Q quarterly 941 Purpose:

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

Interval: Q

Full name: Deleware Quarterly Withholding Tax Return
Submission by mail:
  • Mail payment with this form to:
Notes - Postal:
  • Lookback period is from July 1 to June 30 in the year immediately preceding the calendar year.
  • Filing Frequency:

    • Quarterly: $4,500 withholding tax or less
    • Monthly: between $4,500.01 and $25,000 withholding tax
    • Eight Monthly: $25,000.01 and greater
  • Employers with no prior record of withholding will file on a monthly basis until the next lookback period.
  • Employers required to submit Federal taxes though EFT are required to file electronically for Delaware.
Notes - Online:
  • Lookback period is from July 1 to June 30 in the year immediately preceding the calendar year.
  • Filing Frequency:

    • Quarterly: $4,500 withholding tax or less
    • Monthly: between $4,500.01 and $25,000 withholding tax
    • Eight Monthly: $25,000.01 and greater
  • Employers with no prior record of withholding will file on a monthly basis until the next lookback period.
  • Employers required to submit Federal taxes though EFT are required to file electronically for Delaware.

DE UC-8 quarterly UI
DE UC-8 quarterly UI Purpose:

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

Interval: Q

Full name: Deleware Unemployment Insurance
Submission by mail:
  • Complete quarterly payroll report (UC-8A) first before completing quarterly tax report (UC-8) form.
  • Mail payroll report (UC-8) together with tax report (UC-8A):
Submission online:

Complete quarterly payroll report (UC-8A) first before completing quarterly tax report (UC-8) form.

Notes - Postal:
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not include negative wages.
  • If no covered wages during the quarter, enter (0) in line 2.
  • Do not make changes in status or corrections to this form. Instead, use form UC-8C (page 3).
  • Do not adjust prior quarter wages on this report.
Notes - Online:
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not include negative wages.
  • Do not make changes in status or corrections to this form. Instead, use form UC-8C (page 3).
  • Do not adjust prior quarter wages on this report.

 

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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