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Ohio tax forms

OH SD 141 annual 941
OH SD 141 annual 941 Purpose

To submit an annual reconciliation of school district income tax withheld.

Interval: A

Full name: School District Employer's Annual Reconciliation of Tax Withheld
Submission online
  • This form is 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.
  • Do not send cash.
  • If the refund is $1 or less, no refund will be issued.
  • If the employer owes $1 or less, no payment is necessary.

Print: 1 copies on Letter paper

Notes - Online
  • Please verify school district by county before withholding for employees because several Ohio school districts have the same name.
  • Indicate overpayment using parenthesis.
  • If you have one or more residents of affected school districts, you still have to withhold school district income tax.

OH IT 3 annual W-3
OH IT 3 annual W-3 Purpose

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

Interval: A

Full name: Transmittal of Wage and Tax Statements
Submission by mail
  • Employers must submit this form along with W-2s and/or 1099s.
  • Mailing of form with CD-ROM using the US Post Office, mail to:
    Ohio Department of Taxation
    PO Box 182667
    Columbus OH  43218-2667
  • Mailing of form with CD-ROM using a different carrier, mail to:
    Ohio Department of Taxation
    4485 Northland Ridge Blvd
    Columbus OH 43229-6596

Print: 2 copies on Letter paper

Notes - Postal
  • Employers with 250 or more employees must send this information to the department on magnetic media.
  • Employers that issue less than 250 W-2s and 1099-Rs are no longer required to send paper copies.
  • Do not send any payment with this return.

OH IT 941 annual w3 recon.
OH IT 941 annual w3 recon. Purpose

To report a reconciliation of tax withheld during the year.

Interval: A

Full name: Ohio Employer's Annual Reconciliation of Income Tax Withheld, Form IT 941
Submission online
  • Employers on a partial-weekly payment basis don't need to submit this form.
  • 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.
  • This form is designed to display information needed when filing online.

Print: 1 copies on Letter paper

Notes - Online
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers are required to submit this form even if they submitted IT 501 during the year.
  • If your refund is $1 or less, no return will be issued.
  • If you owe $1 or less, no payment is necessary.

OH W1 monthly 941
OH W1 monthly 941 Purpose

To report Ohio municipal income tax.

Interval: M

Full name: Ohio Monthly Municipal Income Tax Return
Submission online
  • This page is designed to show the common details for filing your municipality Form W1.
  • For more details on filing online or on paper, please refer to municipal tax administration.

OH JFS-20125 quarterly UI
OH JFS-20125 quarterly UI Purpose

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

Interval: Q

Full name: Wage Detail
Submission by mail
  • Employers can also submit reports online through ERIC or the Ohio business gateway.
  • Mail to:
    Ohio Department of Job and Family Services
    PO Box 182413
    Columbus OH  43218-2413
Submission online

Do not adjust prior quarter wages on this report.

Print: 1 copies on Letter paper

Notes - Postal
  • 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.
  • 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.

OH W1 quarterly 941
OH W1 quarterly 941 Purpose

To report municipal income tax.

Interval: Q

Full name: Ohio Quarterly Municipal Income Tax Return
Submission online
  • This page is designed to show the common details for filing your municipality Form W1.
  • For more details on filing online or on paper, please refer to municipal tax administration.

 

Ohio new hire forms

OH new hire
OH new hire Purpose

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

Interval: Nh

Full name: Ohio New Hire Reporting
Submission by mail
  • Mail to:
    Ohio New Hire Reporting Center
    PO Box 15309
    Columbus OH  43215-0309
  • Or fax to: (888) 872-1611
  • 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.
  • An employer may be fined $25 for each instance of failure to report an employee or independent contractor and $500 per employee or independent contractor if a conspiracy to not report exists between the employer and employee.
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.
  • An employer may be fined $25 for each instance of failure to report an employee or independent contractor and $500 per employee or independent contractor if a conspiracy to not report exists between the employer and employee.
  • Employers who submit reports online shall submit the reports at most, twice a month, 12 to 16 days apart.

OH IT 4 certificate W-4
OH IT 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
  • If the employee does not complete this form, the employer must withhold Ohio personal income tax without exemption until the employee completes and submits a properly completed Form IT-4.
  • You may file a new form any time your withholding allowances increases.
  • If the number of an employee's claimed allowances decreases, they must file a new form within 10 days after the change.
  • Other decreases in exemptions or dependents, does not affect your withholding until next year, but requires the filing of a new certificate by December 1 of the year in which they occur.

OH IT MIL-SP exemption certificate
OH IT MIL-SP exemption certificate Purpose

To be used by nonresident military spouses to file exemption from state withholding tax.

Interval: Nhe

Full name: Exemption from Withholding - Military Spouse Employee
Submission by mail
  • Employers must keep a copy for their records.
  • The employee must submit a copy of their Military Spouse ID card.
  • Do not send this form to the Department of Taxation.

Print: 2 copies on Letter paper

Notes - Postal
  • The civilian spouse of a military servicemember is eligible for exemption if:
    • The employee and the servicemember have the same state of residency.
    • The employee and the servicemember are in the same state.
    • The state of residency is in another state pursuant to the military member's military orders.

OH IT 4NR exemption certificate
OH IT 4NR exemption certificate Purpose

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

Interval: Nhe

Full name: Employee's Statement of Residency in a Reciprocity State
Submission by mail
  • Employers must keep a copy for their records.

Print: 2 copies on Letter paper

Notes - Postal
  • Employees that reside in Michigan, Indiana, Kentucky, West Virginia or Pennsylvania are exempt from Ohio withholding tax.
  • The employee must notify the employer within 10 days if they change their state of residence to any other state.

 

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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