Creating State Forms

Abbreviations used in the address areas must meet the U.S. Postal Service's guidelines for abbreviations. Failure to comply with this request may result in a processing delay.

Set Up the State(s) Under the Payer

1. Click on the Payer List button.
2. Choose the payer.
3. Click on the Payer State Info button.
4. Click Add.
5. Choose the state from the State drop down menu.
6. Enter applicable state information.
7. Click Save.

Create the Form

1. Go to the payer tab.
2. Click on the Add Form button.
3. Choose the state from the Federal/State/Local drop down menu.
4. Choose the form you need from the Form Name menu.
5. Enter the applicable information.

Some notes on form information:

• Punctuation such as a period, comma, dash, colon, parenthesis, slash, etc., may not be used in the reproduction of withholding tax coupons.
• When there is an apostrophe in the name, leave it out and do not add a space.
• If there is a hyphen in the name, substitute it with a space.
• Abbreviations, numerals, plus sign, and dollar sign may be used only if part of legal name.
• If a name contains the numeric zero or the alphabetic "o", the appropriate character must be used.
• If a name begins with the word "The", move it to the end of name or delete. Individual owners use last name first.

State ID Tips

• The State ID for AL for W-2 should be the Alabama Account Number for the payer.
• The State ID for CA for SUI should be the following format: 123-4567-8 or 123 4567 8.
• The State ID for CO for W-2 should be the 8-digit Account Number assigned to the payer by Colorado. The State ID for SUI is the Colorado Employer Account Number.
• The State ID for CT for W-2 should be the Connecticut Registration Number. The State ID for SUI is the Connecticut Registration Number.
• The State ID for DC for SUI is the 6-digit Employer Number.
• The State ID for FL for SUI is the Florida R.T. Account Number. The expected format is 7 digits.
• The State ID for GA for W-2 should be the Georgia Withholding Number. The State ID for SUI is the Georgia DOL Account Number.
• The State ID for IA for W-2 should be the Iowa ID Number. The State ID for SUI is the Iowa Account Number.
• The state of Illinois does not require a state ID for W-2 or withholding forms. The State ID for SUI is the Illinois Account Number.
  • While Illinois does not require an Account Number for W-2 or withholding forms, the employer's FEIN can be entered in the State ID for W-2 field.
• The State ID for KS for W-2 should be the State Tax Account Number. The State ID for SUI is the Kansas Account Number.
• The State ID for KY for W-2 should be the Kentucky Withholding Account Number.
• The State ID for LA for SUI is the Employer Account Number.
• The State ID for MA for W-2 should be the Withholding Account Number.
• The State ID for ME for SUI is the UC Employer Account Number.
• The State ID for MD for W-2 should be the Withholding Account Number. The State ID for SUI is the Employer Number.
• The State ID for MN for SUI is the U.C. Tax Account Number.
• The State ID for MT for SUI is the UI Account Number.
• The State ID for NC for SUI is the North Carolina Account Number. The State ID for W-2 should be the payer's North Carolina Account ID.
• The State ID for NE for W-2 should be the Nebraska ID Number. The State ID for SUI is the Employer Account Number.
• The State ID for NJ for SUI is the NJ Taxpayer ID Number. The State ID for W-2 should be the Withholding Account Number.
• The State ID for OH for SUI is the Employer Number.
• The State ID for OK for SUI is the Oklahoma Account Number.
• The State ID for OR for W-2 will be the Oregon Business Identification Number. The State ID for SUI is the Oregon Business Identification Number.
• The State ID for PA for W-2 will be the Pennsylvania Account ID. The State ID for SUI is the Employer's Account Number.
• The State ID for TN for SUI is the State Account Number.
• The State ID for TX for SUI is the Account Number.
• The State ID for UT for W-2 is the Utah Account Number. The State ID for SUI is the Utah Registration Number.
• The State ID for VA for W-2 is the Account Number. The State ID for SUI is the Account Number.
• The State ID for WI for SUI is the U.C. Account Number.

Notes for Specific State Forms

New York NYS-1

The due date of the New York NYS-1 is 3-5 business days following the payroll that causes the accumulated withholding to equal or exceed $700. The dates covered by the return must fall within the Quarter selected.

The paid preparer should enter a New York tax preparer registration identification number (NYTPRIN). If the paid preparer is not required to have an NYTPRIN, enter NYTPRIN exclusion code from the list below:

• 01 - Attorney 
• 02 - Employee of attorney
• 03 - CPA
• 04 - Employee of CPA
• 05 - Public Accountant
• 06 - Employee of Public Accountant
• 07 - Enrolled Agent
• 08 - Employee of Enrolled Agent
• 09 - Volunteer tax preparer
• 10 - Employee of business preparing that business' return

New York MTA-305

Employers must file quarterly MCTMT returns if they are required to withhold New York State income tax from wages paid to employees and their payroll expense for all covered employees exceeds a threshold in any calendar quarter.

Employers who are liable for MCTMT in one quarter must continue to file returns for subsequent quarters even if they don't have a liability for that quarter (unless they have ceased paying wages). If no MCTMT is due they must file a return showing no liability.

Yearli will calculate the appropriate MCTMT due on Line 2 based on the following schedule:

If Line 1 is $312,500 or less, the employer is not subject to the MCTMT for that quarter.

Paid preparer should enter a New York tax preparer registration identification number (NYTPRIN). If paid preparer is not required to have a NYTPRIN, enter NYTPRIN exclusion code from the list below:

• 01 - Attorney
• 02 - Employee of attorney
• 03 - CPA
• 04 - Employee of CPA
• 05 - Public Accountant
• 06 - Employee of Public Accountant
• 07 - Enrolled Agent
• 08 - Employee of Enrolled Agent
• 09 - Volunteer tax preparer
• 10 - Employee of business preparing that business' return

CA DE9

Setting up W-2 form

1. Click on the Payer List button.
2. Highlight a payer from the list.
3. Click the Payer State Info button on the far right of the screen.
4. Add California to the states entered for the payer and complete the additional state information.
5. Click Save.
6. Click OK to close the payer state information screen.
7. Double click the payer name.
8. Highlight a recipient in the list.
9. Double click on a W-2 in the Form List.
10. Click on the Return Information tab on the W-2 Returns screen.
11. Add California to the State and Local Information section.
12. Click on the Transaction Summary tab.
13. Verify that the necessary amount types are selected:
    1. Click on the Amnts button in the upper right corner.
    2. Click on the State tab above the window on the left.
    3. Select any California specific amount types needed and click Include to carry them over to the Currently Selected Amount Types listing.
    4. Click on the Non-Defaults tab.
    5. Select any other amount types needed.
    6. Click Include to add any the amount types to the W-2.
    7. Click OK to close the Amount Types screen.
14. Click on the State-Specific tab.
15. Locate the California Wage Plan Type section and click on the Change button.
16. Select the correct plan from the Select Wage Plan Type dialog.
17. Click OK.

The plan must be selected once again when the DE 9C is created, since only one plan can be reported per DE 9C.

Create the CA DE9

1. Click on the Payer List button.
2. Choose the payer.
3. Click on the Payer State Info button.
4. Click Add.
5. Choose CA from the State drop down menu.
6. Enter applicable state information.
   • The State ID for SUI should be in the following format: 123-4567-8 or 123 4567 8.
7. Click Save.
8. Click OK.
9. Click on the Add Form button.
10. Choose California from the Federal/State/Local drop down menu.
11. Choose DE9 from the Form Name menu.
12. Choose the appropriate quarter.
13. Click OK.
14. To file the California DE9 through the E-file Center, the "Check if you intend to file DE9 via the E-file Center" checkbox must be checked on each California DE8 form.
    • If the box is not checked, the form will not be available for filing in the E-file Center.
15. Enter the applicable information.
    • To override the calculated amounts in boxes D2 - UI Taxable Wages for the Quarter and F2 - SDI Taxable Wages for the Quarter, check the checkbox to the left of the box containing the calculated amount. However, UI Taxable Wages and SDI Taxable Wages cannot exceed the Total Subject Wages for the quarter reported in box C.
16. Slick Save.
17. If Form DE 9 contains Tax Due in Box J, submit payment to the state with the Payroll Tax Deposit Form DE 88.

Georgia G-7

• The format of the Georgia Withholding Number is 7 numeric characters, followed by a hyphen, followed by 2 alpha characters: 1234567-AA.
• The state of Georgia assigns a filing status of either Monthly or Quarterly to all Payers. Monthly filers should select Yes from the confirmation message that displays prior to the G-7 prep screen, while Quarterly files should select No.

Indiana UC-5A