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Kentucky tax forms

KY 42A806 annual W-3
KY 42A806 annual W-3 Purpose

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

Interval: A

Full name: Transmitter Report for Filing Kentucky Wage Statements
Submission by mail
  • Employers must submit this form along with W-2s and/or 1099s.
  • Mail to:

    Kentucky Department of Revenue
    Paper Processing
    PO Box 856950
    Louisville KY  40285-6950

  • If submitting with electronic media, mail to:

    Kentucky Department of Revenue
    CD Processing
    501 High Street Station 57
    Frankfort KY 40601

Submission online
  • To register for online filing, use Form 42A808.',
  • Employers must submit this form along with W-2s and/or 1099s.
Notes - Postal
  • Employers filing this form online, do not need to submit a paper return.
  • Form 1099 doesn't need to be sent unless Kentucky tax is withheld.
Notes - Online
  • Employers filing this form online, do not need to submit a paper return.
  • Form 1099 doesn't need to be sent unless Kentucky tax is withheld.

KY K-3 annual W-3 recon.
KY K-3 annual W-3 recon. Purpose

To report a reconciliation of tax withheld during the year. Also used to withhold taxes to the state on an annual basis.

Interval: A

Full name: Kentucky Employer's Return of Income Tax Withheld
Submission by mail
  • Form not available online. Use original form issued by the state when submitting by paper.
  • Mail original form to:

    Kentucky Department of Revenue
    Frankfort KY  40620-0004

Notes - Postal
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Paper forms can be requested from the department.
  • Do not send W-2s with this form. W-2s must be submitted separately with the Transmitter Report (Form 42A806).
Notes - Online
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not send W-2s with this form. W-2s must be submitted separately with the Transmitter Report (Form 42A806).

KY K-1 quarterly 941
KY K-1 quarterly 941 Purpose

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

Interval: Q

Full name: Kentucky Employer's Return of Income Tax Withheld
Submission by mail
  • Employers can also submit reports online.
  • Form not available online. Paper forms are only available when employers request them directly from the state.
  • Mail original form to:

    Kentucky Department of Revenue
    Frankfort KY  40620-0004

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 returns on this report.
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.
  • Do not adjust prior returns on this report.

KY K-1 monthly 941
KY K-1 monthly 941 Purpose

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

Interval: M

Full name: Kentucky Employer's Return of Income Tax Withheld
Submission by mail
  • Employers can also submit reports online.
  • Form not available online. Paper forms are only available when employers request them directly from the state.
  • Mail original form to:

    Kentucky Department of Revenue
    Frankfort KY  40620-0004

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 returns on this report.
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.
  • Do not adjust prior returns on this report.

KY UI-3 quarterly UI
KY UI-3 quarterly UI Purpose

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

Interval: Q

Full name: Employer's Quarterly Unemployment Tax Worksheet
Submission by mail
  • Employers who have ten or more employees are require to file online.
  • Mail to:

    Division of Unemployment Insurance
    PO Box 2003
    Frankfort KY  40602-2003

Print: 2 copies on Letter paper

Notes - Postal
  • 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.
  • This report shall not be considered filed unless the Social Security number, name, and gross wages for each employee is listed.
Notes - Online
  • 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.
  • Employers with less than ten employees may also file online if the employer chooses to do so.

KY K-1 semimonthly 941
KY K-1 semimonthly 941 Purpose

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

Interval: S

Full name: Kentucky Employer's Return of Income Tax Withheld
Submission by mail
  • Employers can also submit reports online.
  • Form not available online. Paper forms are only available when employers request them directly from the state.
  • Mail original form to:

    Kentucky Department of Revenue
    Frankfort KY  40620-0004

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 returns on this report.
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.
  • Do not adjust prior returns on this report.

 

Kentucky new hire forms

KY new hire
KY new hire Purpose

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

Interval: Nhe

Full name: Kentucky New Hire Reporting Form
Submission by mail
  • Mail to:

    Kentucky New Hire Reporting Center
    PO Box 3818
    Dublin OH  43016

  • Or fax to: (800) 817-0099
  • Employers can also submit reports online.

Print: 1 copies on Letter paper

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 at least 60 days.
  • Reports will not be processed if required information is missing.
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 at least 60 days.
  • Employers who submit reports online shall submit the reports at most, twice a month, 12 to 16 days apart.
  • Reports will not be processed if required information is missing.

KY K-4 certificate W-4
KY K-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's Withholding Exemption 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
  • Military spouse exemption:
    • The spouse of an armed forces member is exempt from Kentucky income tax when:
      • The employee's spouse is a military servicemember.
      • The employee is not a military servicemember.
      • The military servicemember spouse has a current military order assigning him or her to a military location in Kentucky.
      • The employee and military servicemember reside at the same address.
      • The employee's domicile is a state other than Kentucky.
      • The employee's and military servicemember's domicile is the same.
      • The employee is present in Kentucky solely to be with the military servicemember spouse.
    • In general, the exemption termination date will be the earlier of:
      • The day the servicemember is no longer in the military.
      • The day the employee enlists in the military.
      • The day the employee and the military servicemember no longer live at the same address.
      • The day the military servicemember's permanent duty station changes to a location outside of Kentucky.
  • Nonresident exemption:
    • Employees are exempt from Kentucky withholding taxes if:
      • The employee is earning wages in Kentucky and resides in Illinois, Indiana, Michigan, West Virginia, or Wisconsin.
      • The employee resides in Virginia and commutes daily to the place of employment in Kentucky.
      • The employee resides in Ohio and is not a shareholder-employee with a 20 percent or greater, direct or indirect, equity investor in an S corporation.
    • If the employee moves or otherwise changes his residence to a state other than those mentioned above. Begin withholding Kentucky income tax with the first payroll period after the notice of the status change from the employee.

 

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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