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Hawaii tax forms

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
  • 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.
  • Employers must submit this form along with 1099s.
  • Mail to:
    Hawaii Department of Taxation
    PO BOX 3559
    Honolulu HI  96811-3559
Notes - Postal
  • Do not send any payment with this return.
  • Do not adjust prior quarter wages on this report.

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
  • Employers can also submit reports online.
  • Employers must submit this form along with W-2s.
  • Mail to:
    Hawaii Department of Taxation
    PO BOX 3827
    Honolulu HI  96812-3827
Submission online

Employers must submit this form along with W-2s and/or 1099s.

Print: 2 copies on Letter paper

Notes - Postal
  • Do not send cash payment.
  • Do not adjust prior quarter wages on this report.
  • Employers filing this form online, do not need to submit a paper return.
Notes - Online
  • Do not send cash payment.
  • Do not adjust prior quarter wages on this report.
  • Employers filing this form online, do not need to submit a paper return.

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
  • Employers can also submit reports online.
  • For semi-weekly payers, attach Federal Schedule B (Form 941) with this form.
  • Mail to:
    Hawaii Department of Taxation
    PO BOX 3827
    Honolulu HI  96812-3827
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.
  • 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.
  • Do not adjust prior quarter wages on this report.
  • Employers filing this form online, do not need to submit a paper return.

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 online

This form is designed to display information needed when filing online.

Notes - Online
  • Paper forms are only available when employers request them directly from the state.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.

 

Hawaii new hire forms

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. Also 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
  • Or fax to: (808) 692-7001
  • If the employee meets the conditions listed below, mail to:
    Hawaii Department of Taxation
    PO BOX 3827
    Honolulu HI 96812-3827

Print: 2 copies on Letter paper

Notes - Postal
  • Employers must keep a copy for their records.
  • An employer may be fined $25 for each instance of failure to report an employee and $500 per employee if a conspiracy to not report exists between the employer and employee.
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who has returned after a separation of at least 60 days.
  • If an employee does not complete this form, the employer must withhold from their wages as if they are single and claimed no withholding allowances.
  • This form must be sent to the Department of Taxation if the employee meets any of the following conditions:
    • The employee has claimed excess allowances for their situation, generally more than 10.
    • The employee misstated their marital status.

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 to:
    Hawaii Department of Taxation
    PO BOX 3827
    Honolulu HI  96812-3827

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.

 

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 the Department of Taxation.
    • 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.

 

Federal tax 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
  • 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.

[CustomAddress us-fed-940-nopay]

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, do not need to submit a paper return.
  • Do not adjust prior quarter wages on this report.

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. [CustomAddress us-fed-944-nopay]

Print: 2 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.
  • Employers must keep a copy for their records.

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: [CustomAddress us-fed-1096]
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: 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, do not 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.

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 [CustomAddress us-1099]
  • 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 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, do not 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.

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 are officially approved by the SSA as a 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.
  • 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 paper

Notes - Postal
  • Employers filing this form online, do not 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, do not need to submit a paper return.
  • Employers must keep a copy for their records.
  • This form requires no payment.

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
  • 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. [CustomAddress us-fed-941-nopay]

Print: 2 copies on Letter 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.
  • Do not adjust prior quarter wages on this report.

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 do not need to complete this form. [CustomAddress us-fed-941-nopay]
Notes - Postal
  • Do not use the form to show your deposits.
  • Do not send any payment with this return.
  • Do not adjust prior quarter wages on this report.

 

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. Do not send to the IRS.

Print: 1 copies on Letter 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.

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 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.
  • 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. Employers must keep a copy for their records.

Print: 2 copies on Letter 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.

 

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 are officially approved by the SSA as a 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 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 paper

Notes - Postal
  • 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

Do not send any payment with forms W-2 and W-3.


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