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Iowa tax forms

IA 44-007 annual W-3 recon.

IA 44-095 quarterly 941

IA 65-5300 quarterly UI

Iowa new hire forms

IA new hire contractor

IA 44-019a certificate W-4

IA 44-016 exemption certificate

Federal tax forms

IRS 940 FUTA annual

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



 

Iowa tax forms

IA 44-007 annual W-3 recon.
IA 44-007 annual W-3 recon. Purpose

To report a reconciliation of tax withheld during the year.

Interval: A

Full name: Annual Verified Summary of Payments Report (VSP)
Submission by mail
  • Mail to:

    Verified Summary of Payment Report
    Iowa Department of Revenue
    PO Box 10411
    Des Moines IA  50306-0411

Notes - Postal
  • Do not send copies of W-2s or 1099s with this VSP form.
  • Do not mail any payment with this VSP form.
  • Employers are required to keep copies of the W-2s and 1099s for at least four years from the end of the year for which the forms apply.
  • All withholding agents are required to submit a completed Verified Summary of Payments Report (VSP) by the last day of January.
Notes - Online
  • Do not send copies of W-2s or 1099s with this VSP form.
  • Employers are required to keep copies of the W-2s and 1099s for at least four years from the end of the year for which the forms apply.
  • All withholding agents are required to submit a completed Verified Summary of Payments Report (VSP) by the last day of January.

IA 44-095 quarterly 941
IA 44-095 quarterly 941 Purpose

To report taxes withheld from employees to the state.

Interval: Q

Full name: Iowa Withholding Quarterly Return Instructions
Submission by mail
Submission online

Can be submitted online at https://tax.iowa.gov/efile-pay

Notes - Postal

Filing frequency depends on the withholding tax remitted:

  • Quarterly: if withholding tax less than $6,000 tax per year (less than $500 per month)
  • Monthly: if withholding tax $6,000 - $120,000 tax per year ($500 - $10,000 per month)
    • Requires 2 monthly deposits and one quarter return
  • Semi-monthly: if withholding tax more than $120,000 tax per year (more than $10,000 per month; more than $5,000 semi-monthly)
    • Requires six semi-monthly and one quarter return

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

Notes - Online

Filing frequency depends on the withholding tax remitted:

  • Quarterly: if withholding tax less than $6,000 tax per year (less than $500 per month)
  • Monthly: if withholding tax $6,000 - $120,000 tax per year ($500 - $10,000 per month)
    • Requires 2 monthly deposits and one quarter return
  • Semi-monthly: if withholding tax more than $120,000 tax per year (more than $10,000 per month; more than $5,000 semi-monthly)
    • Requires six semi-monthly and one quarter return

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

Do not send payment voucher for zero returns.


IA 65-5300 quarterly UI
IA 65-5300 quarterly UI Purpose

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

Interval: Q

Full name: Employer's Contribution & Payroll Report
Submission by mail

Print: 1 copies on Letter paper

Notes - Postal
  • If total due is less than $1.00 no payment is required. However, you are still required to file this report.
  • If you have additional employees to report, complete the Employer's Payroll Continuation Sheet, form 60-0103.
Notes - Online

If total due is less than $1.00 no payment is required. However, you are still required to file this report.


 

Iowa new hire forms

IA new hire contractor
IA 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

Print: 1 copies on Letter paper

Notes - Postal

Report contractors within 15 days of the date both of these conditions are met:

  • You have at least one contract or agreement with the contractor, and under one contract/agreement, you pay the contractor twice a year or more
  • Under a contract/agreement you paid that contractor more than $600 in a single payment
Notes - Online

Report contractors within 15 days of the date both of these conditions are met:

  • You have at least one contract or agreement with the contractor, and under one contract/agreement, you pay the contractor twice a year or more
  • Under a contract/agreement you paid that contractor more than $600 in a single payment

IA 44-019a certificate W-4
IA 44-019a 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 Certificate and Centralized Employee Registry
Submission by mail
  1. Employer gives blank form to a new hire or rehire employee.
  2. The employee completes the bottom half of the form and returns the form to the employer.
    • The bottom half indicates the employee's tax situation in order to withhold the correct amount of tax.
  3. The employer must keep the IA W-4 for their records unless more than 22 withholding allowances are claimed, send a copy of the form to:

    Compliance Services
    Iowa Department of Revenue
    PO Box 10456
    Des Moines IA 50306-0456

    • The employer completes the top half of the form.
    • If using this form to report new hires, mail to:

      Centralized Employee Registry
      CER PO Box 10322
      Des Moines IA  50306-0322

Submission online

New Hire Reporting can be done online at https://secureapp.dhs.state.ia.us/epay/

Print: 1 copies on Letter paper

Notes - Postal
  • Employers must submit this report within 15 days of start date. A re-hire is an employee who has returned after a separation of at least 60 days.
  • If for any reason the employee does not complete an IA W-4, the employer must withhold at zero allowance.
  • If you do claim EXEMPT, you MUST complete a new Form W-4 by February 15 of each year.
Notes - Online
  • Employers must submit this report within 15 days of start date. A re-hire is an employee who has returned after a separation of at least 60 days.
  • If for any reason the employee does not complete an IA W-4, the employer must withhold at zero allowance.
  • If you do claim EXEMPT, you MUST complete a new Form W-4 by February 15 of each year.

IA 44-016 exemption certificate
IA 44-016 exemption certificate Purpose

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

Interval: Nhe

Full name: Employee's Statement of Nonresidence in Iowa
Submission by mail
  • Employers need to have a copy of this form in their records.

Print: 2 copies on Letter paper

Notes - Postal
  • Employees that change their residence, must notify their employer within 10 days.
  • Only residents of Illinois working for wages or salary in Iowa should complete this form.

 

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
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. [CustomAddress us-fed-944-nopay]

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: [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: 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 [CustomAddress us-fed-1099]

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 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. [CustomAddress us-fed-nopay]
  • 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

[CustomAddress us-fed-nopay]

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

 

Federal new hire forms

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 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: 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 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
  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.

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