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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

New York - City payroll forms

NY IT-2104 certificate W-4

NY IT-2104-E exemption certificate

NY IT-2104-IND exemption certificate

NY IT-2104.1 exemption certificate

NY IT-2104-SNY exemption certificate

NY MTA-305 quarterly MCTMT

NY NYS-45 quarterly UI comb.

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.

 

New York - City payroll forms

NY IT-2104 certificate W-4
NY IT-2104 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 Certificate
Submission by mail:
  • Employee fills this form out and returns it to the employer.
  • Make sure that the employee indicates if they are a New York City or Yonkers resident.
  • You are only required to submit this form if the employee claimed more than 14 allowances or if the employee is a new hire.
  • If you are submitting this form as a new hire reporting form, mail to:

    NEW YORK STATE DEPT OF TAXATION AND FINANCE
    NEW HIRE NOTIFICATION
    PO BOX 15119
    ALBANY NY  12212-5119

  • If you are submitting this form because the employee has claimed more than 14 allowances, mail a copy to:

    NYS TAX DEPARTMENT - INCOME TAX AUDIT ADMINISTRATOR
    WITHHOLDING CERTIFICATE COORDINATOR
    W A HARRIMAN CAMPUS
    ALBANY NY 12227-0865

  • If using this form to submit a new hire, go to https://www.nynewhire.com/ instead of submitting this form.
  • Or fax to: (518) 320-1080
Submission online:
  • If you are using this form to submit a new hire, go to https://www.nynewhire.com/ instead.
  • Employers are not allowed to submit an employee's withholding allowance certificate online.

Print: 1 copies on Letter paper

Notes - Postal:
  • This form does not change the federal withholding allowances of the employee.
  • Employers must keep a copy for their records.
  • If the employee does not submit this form to the employer, the employer may use the same number of allowances they claimed on federal Form W-4.
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 atleast 60 days.

NY IT-2104-E exemption certificate
NY IT-2104-E exemption certificate Purpose:

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

Interval: Nhe

Full name: Certificate of Exemption from Withholding
Submission by mail:
  • This certificate much be filed each year to continue exemption.
  • This certificate must be kept with the employer's records.
  • The employer must be notified within 10 days of any change making the employee no longer eligible for the exemption.
  • Employers may use this form to report a newly hired or rehired employee. Mail completed form, within 20 days of hiring to:

    NEW YORK STATE DEPT OF TAXATION AND FINANCE
    NEW HIRE NOTIFICATION
    PO BOX 15119
    ALBANY NY  12212-5119

Print: 2 copies on Letter paper

Notes - Postal:
  • The following conditions must apply to qualify for exemption:
    • the employee must be under age 18, or over age 65, or a full-time student under age 25,
    • the employee did not have income tax liability for the previous year,
    • the employee does not expect to have income tax liability for 2017.
  • The employee may also claim exemption if they meet the conditions set forth under the Servicemembers Civil Relief Act.

NY IT-2104-IND exemption certificate
NY IT-2104-IND exemption certificate Purpose:

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

Interval: Nhe

Full name: Certificate of Exemption from Withholding
Submission by mail:
  • This form does not need to be submitted to the New York State Tax Department.
  • The employer must keep this form with their records.

Print: 2 copies on Letter paper

Notes - Postal:
  • To qualify for the exemption, the employee must be:
    • an enrolled member of a tribe or nation recognized by the United States or by New York State;
    • and a Native American who works and lives on that tribe's reservation
  • The employee must notify the employer within 10 days of any change in status.

NY IT-2104.1 exemption certificate
NY IT-2104.1 exemption certificate Purpose:

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

Interval: Nhe

Full name: Certificate of Nonresidence and Allocation of Withholding Tax
Submission by mail:
  • Employers must keep this form with their records.
  • Do not accept forms that claim zero percent allocation if any part of the employee's wages or other compensation is attributable to services performed in New York State or Yonkers.

Print: 2 copies on Letter paper

Notes - Postal:
  • If the employee becomes a New York State, New York City, or Yonkers resident or the employee changes the percentage of services performed within the state, the employer must be notified within 10 days.
  • Refer to the instructions to determine whether an employee is a resident or nonresident of the state.

NY IT-2104-SNY exemption certificate
NY IT-2104-SNY exemption certificate Purpose:

To be used by start-up company employees to file exemption from state withholding tax.

Interval: Nhe

Full name: Certificate of Exemption from Withholding for START-UP NY Program
Submission by mail:
  • This form does not need to be sent to the New York State Tax Department.
  • Employers and employees must keep a copy for their records.
  • Employees must file a new form each year to continue to claim exemption.

Print: 2 copies on Letter paper

Notes - Postal:
  • If the employer is a business approved to participate in the START-UP NY program that operates in a tax-free NY area, employees may be eligible to exclude from adjusted gross income wages earned from the employer.
  • To be eligible for the exemption, the employee must meet the following conditions:
    • employed by an approved business certified to participate in the START-UP NY program.
    • perform work exclusively at the approved business's location within tax-free NY area during the tax year.
    • be employed in a net new job created by the approved business in the tax-free NY area
    • work at least 6 months of the tax year at the approved business's location

NY MTA-305 quarterly MCTMT
NY MTA-305 quarterly MCTMT Purpose:

To submit taxes imposed on employers who is engaging in business within the metropolitan commuter transportation district (MCTD).

Interval: Q

Full name: Employer's Quarterly Metropolitan Commuter Transportation Mobility Tax Return
Submission by mail:
Notes - Postal:
  • Employers whose payroll expense for all covered employees exceed $312,500 for the quarter are liable for the MCTMT.
  • If a quarter did not exceed $312,500 in payroll expense, there is no need to submit this return for the quarter.
  • Start up employers may apply for exemptions through the Start-up NY program, learn more at http://www.tax.ny.gov/pit/sny/default.htm
Notes - Online:
  • Employers whose payroll expense for all covered employees exceed $312,500 for the quarter are liable for the MCTMT.
  • If a quarter did not exceed $312,500 in payroll expense, there is no need to submit this return for the quarter.
  • Start up employers may apply for exemptions through the Start-up NY program, learn more at http://www.tax.ny.gov/pit/sny/default.htm

NY NYS-45 quarterly UI comb.
NY NYS-45 quarterly UI comb. Purpose:

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

Interval: Q

Full name: Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return
Submission by mail:
Notes - Postal:
  • Withholding tax returns due on or after April 30, 2015, must be filed online.
  • Corrections and Business information changes are to be submitted in paper form only, no WebFile available
Notes - Online:
  • When filing on WebFile: for the 4th Quarter, it will open up new columns d & e from Part C of the form nys-45.
    • WebFile is required for employers who:
      • Do not use a tax preparer to file;
      • Use a computer to prepare, document, or calculate your tax forms; and
      • Have broadband Internet access.
  • All else can submit paper form

 

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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