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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

Ohio payroll forms

OH SD 141 annual 941

OH IT 3 annual W-3

OH IT 941 annual w3 recon.

OH W1 monthly 941

OH new hire

OH IT 4 certificate W-4

OH IT MIL-SP exemption certificate

OH IT 4NR exemption certificate

OH JFS-20125 quarterly UI

OH W1 quarterly 941

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.

 

Ohio payroll 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 by mail:
  • Can file online using Ohio business gateway.
  • Do not staple your check or check stubs to this form.
  • Do not send in cash.
  • Mail to:

    SCHOOL DISTRICT INCOME TAX
    PO BOX 182388
    COLUMBUS OH  43218-2388

Print: 1 copies on Letter paper

Notes - Postal:
  • Do not mail paper copies of the form W-2 (wage and tax statements) with this form (SD 141).
  • Send W-2 form using an approved online format.
  • 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.
  • Make check payable to SCHOOL DISTRICT INCOME TAX.
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:
  • Submit with copies of each employees W-2s and 1099-Rs only.
  • Do not send paper copies of forms W-2 or 1099-R. Use magnetic media instead.
  • 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:
  • The Department of Taxation currently accepts CD-ROMs only.
  • Do not fold form.
  • Do not send any payment with this return.
  • Do not send 1099-MISC

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 by mail:
  • Do not use pencil to complete this form.
  • Mail to:

    OHIO DEPARTMENT OF TAXATION
    PO BOX 182667
    COLUMBUS OH  43218-2667

Print: 1 copies on Letter paper

Notes - Postal:
  • Do not staple or otherwise attach your check or check stub to this form.
  • Do not send cash.
  • Do not fold check or voucher.
  • If possible, please print (duplex) this page as the reverse side of the Ohio form IT 941.
  • If you are unable to duplex this page, please keep this second page for your records and only mail in the front side of the Ohio form IT 941.
  • 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.
Notes - Online:
  • Employers filing this form online, do not need to submit a paper return.
  • 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 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 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:
  • Fill in the necessary data needed.
  • Mail to:

    OHIO NEW HIRE REPORTING CENTER
    PO BOX 15309
    COLUMBUS OH  43215-0309

  • Fax: (888) 872-1611

Print: 1 copies on Letter paper

Notes - Postal:
  • Employers who have employees in more than one state click here for more details.
  • As long as an employee filled out a W-4 form, even if they only worked for a few hours, that employee must be reported.
  • Reports will not be processed if required information is missing.
  • 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. Employers who submit reports online shall submit the reports at most, twice a month, 12 to 16 days apart.
Notes - Online:
  • Employers who have employees in more than one state click here for more details.
  • As long as an employee filled out a W-4 form, even if they only worked for a few hours, that employee must be reported.
  • Reports will not be processed if required information is missing.
  • 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. 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 withholding 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 the employee does not complete this form, the employer must forward a copy of the improperly completed Form IT-4 to the:

      OHIO DEPARTMENT OF TAXATION
      PO BOX 2476
      COLUMBUS OH  43216-0076

Print: 1 copies on Letter paper

Notes - Postal:
  • Employers must keep a copy for their records.
  • 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 your claimed allowances decreases, you 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:
  • The employer must keep this form with their records.
  • The employee must submit a copy of their spousal military identification card.
  • Do not send a copy of this form to the Department of Taxation unless requested.

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 this form 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.

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:
  • Complete this form with information requested.
  • If you are an employer with an active employer account with ODJFS, you may file online using https://eric.ohio.gov/ or at the Ohio business gateway.
  • Mail to:

    OHIO DEPARTMENT OF JOB AND FAMILY SERVICES
    PO BOX 182413
    COLUMBUS OH  43218-2413

Print: 1 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.
  • 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.

 

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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