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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

Hawaii payroll forms

HI HW-3 annual W-3 recon.

HI N-196 annual 1096

HI HW-14 quarterly 941

HI HW-14 monthly 941

HI HW-4 certificate W-4

HI HW-7 exemption certificate

HI UC-B6 quarterly UI

Federal employee forms

IRS W-2 annual

Hawaii employee forms

HI HW-2 annual W-2



 

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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    CINCINNATI OH 45999-0046

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    OGDEN UT  84201-0046

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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    CINCINNATI OH 45999-0046

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    OGDEN UT  84201-0046

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:

      DEPERTMENT OF THE TREASURY
      INTERNAL REVENUE SERVICE CENTER
      AUSTIN TX  73301

    • 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:

      DEPERTMENT OF THE TREASURY
      INTERNAL REVENUE SERVICE CENTER
      KANSAS CITY MO 64999

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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE CENTER
    AUSTIN TX  73301

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE CENTER
    KANSAS CITY MO 64999

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

    SOCIAL SECURITY ADMINISTRATION
    DIRECT OPERATIONS CENTER
    WILKES-BARRE PA  18769-0001

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    CINCINNATI OH 45999-0005

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    OGDEN UT  84201-0005

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    CINCINNATI OH 45999-0005

  • 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:

    DEPERTMENT OF THE TREASURY
    INTERNAL REVENUE SERVICE
    OGDEN UT  84201-0005

Notes - Postal:
  • DO NOT use the form to show your deposits.

 

Hawaii payroll forms

HI HW-3 annual W-3 recon.
HI HW-3 annual W-3 recon. Purpose:

To transmit form W-2 and reconcile tax withheld to the state.

Interval: A

Full name: Employer's Annual Return and Reconciliation of Hawaii Income Tax Withheld from Wages
Submission by mail:
  • File two copies of this form and submit together with Copy A of form HW-2 and copy 1 of W-2 form.
  • Mail form to:

    HAWAII DEPARTMENT OF TAXATION
    PO BOX 3827
    HONOLULU HI  96812-3827

Print: 2 copies on Letter paper

Notes - Postal:
  • Do not send cash.
  • If no payment enter 0.00 in box 10
  • File an amended return of this form to correct error. Make sure to mark the (Amended return) box.

HI N-196 annual 1096
HI N-196 annual 1096 Purpose:

To transmit forms 1099 to the state.

Interval: A

Full name: Annual Summary and Transmittal of Hawaii Information Returns
Submission by mail:
  • Submit this form together with all the Copy 1 (2nd page) of 1099s and mail to:

    HAWAII DEPARTMENT OF TAXATION
    PO BOX 3559
    HONOLULU HI  96811-3559

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.

HI HW-14 quarterly 941
HI HW-14 quarterly 941 Purpose:

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

Interval: Q

Full name: Withholding Tax Return
Submission by mail:
  • For semi-weekly payers, attach Federal Schedule B (Form 941) with this form.
  • Mail form to:

    HAWAII DEPARTMENT OF TAXATION
    PO BOX 3827
    HONOLULU HI  96812-3827

Submission online:

Can also file and pay via ePay

Notes - Postal:
  • Filing frequency can be monthly or quarterly.
    • Monthly: If withholding tax is $40,000 or less per year
    • Quarterly: If withholding tax is $40,000 or more per year, and semi-weekly payers
  • Do not send cash.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • File an amended return of this form to correct error or any changes. Make sure to mark the (Amended return) box.
Notes - Online:
  • File an amended return of this form to correct error or any changes. Make sure to mark the (Amended return) box.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.

HI HW-14 monthly 941
HI HW-14 monthly 941 Purpose:

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

Interval: M

Full name: Withholding Tax Return
Submission by mail:
  • For semi-weekly payers, attach Federal Schedule B (Form 941) with this form.
  • Mail form to:

    HAWAII DEPARTMENT OF TAXATION
    PO BOX 3827
    HONOLULU HI  96812-3827

Submission online:

Can also file and pay via ePay

Notes - Postal:
  • Filing frequency can be monthly or quarterly.
    • Monthly: If withholding tax is $40,000 or less per year
    • Quarterly: If withholding tax is $40,000 or more per year, and semi-weekly payers
  • Do not send cash.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • File an amended return of this form to correct error or any changes. Make sure to mark the (Amended return) box.
Notes - Online:
  • File an amended return of this form to correct error or any changes. Make sure to mark the (Amended return) box.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.

HI HW-4 certificate W-4
HI HW-4 certificate W-4 Purpose:

Indicates employees tax situation so the employer can withhold the correct amount of state tax from employees paycheck. Can also be used to report newly hired and re-hired employees to the state.

Interval: Nhe

Full name: Employee's Withholding Allowance and Status Certificate
Submission by mail:
  • When reporting as a new hire, mail a copy of Hawaii W-4 to:

    CHILD SUPPORT ENFORCEMENT AGENCY
    NEW HIRE REPORTING
    KAKUHIHEWA BUILDING 601 KAMOKILA BLVD. SUITE 251
    KAPOLEI HI  96707

  • You may also fax to: (808) 692-7001
  • If you believe that an employee has claimed excess allowances for the employee’s situation (generally more than 10) or misstated the employee’s marital status, send a copy of the form to:

    HAWAII DEPARTMENT OF TAXATION
    PO BOX 3827
    HONOLULU HI 96812-3827

Notes - Postal:
  • Employers must keep a copy for their records.
  • 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.

HI HW-7 exemption certificate
HI HW-7 exemption certificate Purpose:

To be submitted by the employer when an employee claims exemption from state withholding tax.

Interval: Nhe

Full name: Exemption from Withholding on Nonresident Employee's Wages
Submission by mail:
  • One copy should be sent to the Department of Taxation and another to be kept for the employer's records.
  • The Department of Taxation will return the HW-7 to the employer if withholding is required.
  • Mail this form along with the completed Form HW-6 to:

Print: 2 copies on Letter paper

Notes - Postal:
  • Withholding is not required for the following cases:
    • The employee is a nonresident performing services in the state for not more than 60 days during the year and the employee's regular place of employment is outside of Hawaii.
    • The employee is a spouse of a military servicemember in Hawaii solely in compliance with military orders, in Hawaii solely to be with the servicemember, and they are domiciled in the same state and that state is not Hawaii.
    • The employee is a nonresident of the state earning wages for services performed outside of Hawaii.
  • The exemption is effective on or after the first payroll period or the first payment of wages after Form HW-7 and HW-6 are filed with the department.
  • If the employer is not required to submit Form HW-7 to the department, the exemption is effective on or after the first payroll period or the first payment of wages after your employee gives you Form HW-6.

HI UC-B6 quarterly UI
HI UC-B6 quarterly UI Purpose:

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

Interval: Q

Full name: Quarterly Wage, Contribution and Employment and Training Assessment Report
Submission by mail:
Submission online:

For instructions on online filing, click here.

Notes - Postal:

Employers must file this return even if there are no reportable wages or taxes due for the reporting period.

Notes - Online:

Employers must file this return even if there are no reportable wages or taxes due for the reporting period.


 

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:

    SOCIAL SECURITY ADMINISTRATION
    DIRECT OPERATIONS CENTER
    WILKES-BARRE PA  18769-0001

  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.

 

Hawaii employee forms

HI HW-2 annual W-2
HI HW-2 annual W-2 Purpose:

To report taxes withheld and wages paid for each employee to the state.

Interval: A

Full name: Statement of Hawaii Income Tax Withheld and Wages Paid
Submission by mail:
  • Complete this form and mail only Copy A together with form HW-3 to:

    HAWAII DEPARTMENT OF TAXATION
    PO BOX 3827
    HONOLULU HI  96812-3827

  • Give copies B and C to the employee on or before January 31 following the calendar year.
    • Employees must file Copy B to Hawaii Income Tax Return.
    • Copy C should be kept by employee.
  • Copy D of this form is for employers record.
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.
  • If the corrections to this form are made before filing Form HW-3, the employer should submit the Corrected Form HW-2 with Form HW-3.
  • If the corrections to this form are made after filing form HW-3, the employer should submit the Corrected Form HW-2 with an amended Form HW-3.

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