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Pennsylvania tax forms

PA annual 1096
PA annual 1096 Purpose

To transmit copies of 1099s to the state.

Interval: A

Full name: PA 1099 Annual Transmittal Report
Submission by mail
  • For 249 or less 1099s issued, mail all 1099 to:

    Bureau of Individual Taxes
    1099-MISC Forms
    PO Box 280509
    Harrisburg PA  17128-0509

Submission online
  • 1099-MISC showing state tax withheld must be submitted with Form REV-1667.
  • Employers with 249 or less 1099s can file by paper.
  • 1099-MISC showing zero PA withholding, mail to:

    Bureau of Individual Taxes
    1099-MISC Forms
    PO Box 280509
    Harrisburg PA  17128-0509

Notes - Online
  • The forms are due to the department on or before January 31st of the succeeding calendar year.
  • For more than 250 1099s issued, you must file online.

PA REV-1667R annual W-3
PA REV-1667R annual W-3 Purpose

To transmit copies of W-2s to the state.

Interval: A

Full name: W-2 Transmittal
Submission by mail
  • Employers can also submit this return online.
  • Mail this form with the W-2s to:

    PA Department of Revenue
    PO BOX 280412
    Harrisburg PA  17128-0412

  • or by phone using TeleFile (1-800-748-8299). This is applicable if you only have 10 or less individual W-2s to submit.
    • Provide the following when filing over the phone: PA Employer Withholding Account Number, 9-digit EIN or SSN, and 8-digit tax period end date.

Print: 1 copies on Letter paper

Notes - Postal
  • Do not send any payment with this return.
  • Due on on or before January 31st of the succeeding calendar year.
  • Employers with 250 or more employees must file this return online.
Notes - Online
  • Do not send any payment with this return.
  • Due on on or before January 31st of the succeeding calendar year.
  • Employers with 250 or more employees must file this return online.

PA W-3 quarterly 941
PA W-3 quarterly 941 Purpose

To report taxes withheld from employees to the state.

Interval: Q

Full name: Employer Quarterly Return of Withholding Tax
Submission online
  • This return is due Apr 30, Jul 31, Oct 31, Jan 31 (month end following the end of the quarter).
  • Employers can also submit this by phone using TeleFile (1-800-748-8299).
    • Provide the following when filing over the phone: PA Employer Withholding Account Number, 9-digit EIN or SSN and 8-digit tax period end date.
Notes - Online
  • The department will not accept any return with a negative amount of withholding.
  • Monthly, semi-monthly, and semi-weekly type filers must submit this form.
  • Quarterly filers must submit payment with this return.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.

PA UC-2 quarterly UI
PA UC-2 quarterly UI Purpose

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

Interval: Q

Full name: Pennsylvaia Unemployment Compensation (PA UC) Quarterly Tax Forms
Submission online
  • Employers reporting more than 100 employees must submit their reports through file upload or FTP.
  • Employers unable to file online may request for a temporary waiver.

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 filing this form online, do not need to submit a paper return.

 

Pennsylvania new hire forms

PA new hire
PA new hire Purpose

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

Interval: Nhe

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

    Commonwealth of Pennsylvania
    New Hire Reporting Program
    PO Box 69400
    Harrisburg PA  17106-9400

  • Or fax to:
    • (717) 657-4473
    • Toll-free: (866) 748-4473
  • 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.
  • Multi-state employers may not use this form to report their new hire information.
  • Multi-state employers must report online.
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.
  • Multi-state employers may not use this form to report their new hire information.
  • Multi-state employers must report online.

PA REV-419 exemption certificate
PA REV-419 exemption certificate Purpose

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

Interval: Nhe

Full name: Employee's Nonwithholding Application Certificate
Submission by mail
  • Employers must keep a copy for their records.
  • Employees claiming military spouse exemption must attach a copy of the following documents:
    • The employee's current Military Spouse ID card.
    • The servicemember's current current Military Orders.
  • Employees must notify the employer within 10 days if they wish to revoke their exemption.

Print: 2 copies on Letter paper

Notes - Postal
  • The employee is eligible for military spouse exemption if they meet the following conditions:
    • the spouse is a member of the armed forces present in PA in compliance with military orders.
    • the employee is present in PA solely to be with their spouse.
    • the employee and their spouse both maintain the same domicile in another state.
  • Employees that are a resident of Indiana, Maryland, New Jersey, Ohio, Virginia, and West Virginina may claim exemption from Pennsylania withholding tax.
  • Employees must submit this form annually to retain their exemption.

 

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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