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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

Maine payroll forms

ME W-3ME annual W-3 recon.

ME new hire

ME W-4ME certificate W-4

ME WHEX exemption certificate

ME 941ME quarterly 941

ME UC-1 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:

    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.

 

Maine payroll forms

ME W-3ME annual W-3 recon.
ME W-3ME annual W-3 recon. Purpose:

To report a reconciliation of tax withheld during the year.

Interval: A

Full name: Reconciliation Of Maine Income Tax Withheld In 2015
Submission by mail:
  • Required to be filed online inlcuding the W-2s and 1099s.
  • Maine Revenue Services does not accept paper copies of payee statements (Forms W-2 and 1099).
  • I-file or upload a text file (formatted to required specifications) containing Form W-3ME data using Maine Revenue Services MEETRS system.
Notes - Postal:
  • Due on the 28th of February the following calendar year.
  • Mail or file online Form W-3ME separately from your return and payment for the fourth quarter.
Notes - Online:
  • Due on the 28th of February the following calendar year.
  • Maine Revenue Services does not accept paper copies of payee statements (Forms W-2 and 1099).
  • Employers/payers unable to meet the online filing requirement because of undue hardship may request a waiver from the State Tax Assessor.
  • File Form W-3ME separately from your Form 941ME return.
  • Use FORM 941BN-ME for any notice of changes including business closure.

ME new hire
ME new hire Purpose:

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

Interval: Nh

Full name: New Hire Reporting Program-Report Form
Submission by mail:
  • Employers must keep a copy for their records.
  • New hire report can be submitted online via DSER at https://portal.maine.gov/newhire/
  • Mail to:

    DIVISION OF SUPPORT ENFORCEMENT AND RECOVERY
    NEW HIRE REPORTING PROGRAM
    11 STATE HOUSE STATION
    AUGUSTA ME  04333-0011

  • Or fax to: (207) 287-6882 or (800) 437-9611.

Print: 2 copies on Letter paper

Notes - Postal:

Employers must submit this report within 7 days of start date. A re-hire is an employee who has returned after a separation of atleast 60 days.

Notes - Online:

Employers must submit this report within 7 days of start date. A re-hire is an employee who has returned after a separation of atleast 60 days.


ME W-4ME certificate W-4
ME W-4ME 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 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.
    • If employee meets conditions listed below, mail to:

      MAINE REVENUE SERVICES
      PO BOX 1060
      AUGUSTA ME  04332-1060

Print: 2 copies on Letter paper

Notes - Postal:
  • Employers must keep a copy for their records.
  • An employer is required to submit a copy of this form along with a copy of any supporting information provided by the employee/payee to MRS if:
    • The employer is required to submit a copy of federal W-4 to the IRS either by written notice or by published guidance
    • An employee performing personal services in Maine furnishes a form W-4ME to the employer containing a non-Maine address and, for any reason, claims no Maine income tax is to be withheld.
    • This submission is not required if the employer reasonably expects that the employee will earn annual Maine-source income of less than $5,000 or if the employee is a nonresident working in Maine for no more than 12 days for the calendar year and is therefore exempt from Maine income tax withholding.

ME WHEX exemption certificate
ME WHEX exemption certificate Purpose:

To be used by employees who want to change their state allowances from their federal allowances.

Interval: Nhe

Full name: Personal Withholding Allowance Variance Certificate
Submission by mail:
  • The employee must complete this form if they choose any of the following:
    • They wish to claim a greater number of allowances for state than for federal purposes.
    • They wish to claim fewer withholding allowances for state than for federal purposes.
    • They request an additional dollar amount or a flat dollar amount of withholding
  • This form must be submitted for approval to:

    MAINE REVENUE SERVICES
    PO BOX 1060
    AUGUSTA ME  04332-1060

Print: 2 copies on Letter paper

Notes - Postal:
  • Each certificate expires on December 31 of the year it was submitted or whenever the employee or payee no longer qualifies for the certificate, whichever is sooner.
  • Once reviewed, two copies of the certiicate will be mailed to the employee: one should be given to the employer and the other for the employee's records.

ME 941ME quarterly 941
ME 941ME quarterly 941 Purpose:

To report taxes withheld from employees to the state.

Interval: Q

Full name: Employer's Return of Maine Income Tax Withholding
Submission by mail:
  • Schedule 1 is for reconciling semi-weekly payments.
  • Schedule 2 is for listing the income tax withholding for each employee.
  • Required to be filed online.
  • The state income tax withholding form (941ME) must be submitted separately from the Unemployment contributions (ME UC-1).
Notes - Postal:
  • Do not use this form for making any changes, use Form 941A-ME instead.
  • Employers/payers unable to meet the online filing requirement because of undue hardship may request a waiver from the State Tax Assessor.
  • Use FORM 941BN-ME for any business notification or changes including business closure.
Notes - Online:
  • Schedule 1 is for reconciling semi-weekly payments.
  • Schedule 2 is for listing the income tax withholding for each employee.
  • Use FORM 941BN-ME for any business notification or changes including business closure.
  • The state income tax withholding form (941ME) must be submitted separately from the Unemployment contributions (ME UC-1).

ME UC-1 quarterly UI
ME UC-1 quarterly UI Purpose:

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

Interval: Q

Full name: Unemployment Contributions Report
Submission by mail:
  • Required to be filed online.
  • The Unemployment contributions (ME UC-1) must be submitted separately from the state income tax withholding form (941ME).
  • Do not staple or tape forms together.
Notes - Postal:
  • Employers/payers unable to meet the online filing requirement because of undue hardship may request a waiver from the State Tax Assessor.
  • Do not adjust prior quarter wages on this report.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
Notes - Online:
  • Do not adjust prior quarter wages on this report.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • The Unemployment contributions (ME UC-1) must be submitted separately from the state income tax withholding form (941ME).
  • Employers/payers unable to meet the online filing requirement because of undue hardship may request a waiver from the State Tax Assessor.

 

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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