Page 8 - IRS Employer Tax Guide

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The type and rule above prints on all proofs including departmental reproduction proofs. MUST be removed before printing.
Annuities, Retirement or Profit-Sharing Plans, IRAs, Insur- • Copies of employees' and recipients' income tax
ance Contracts, etc.; income tax withheld must be repor- withholding certificates (Forms W-4, W-4P, W-4(SP),
ted on Form 945. W-4S, and W-4V).
Backup withholding. You generally must withhold 24% • Dates and amounts of tax deposits you made and
of certain taxable payments if the payee fails to furnish acknowledgment numbers for deposits made by
you with his or her correct taxpayer identification number EFTPS.
(TIN). This withholding is referred to as “backup withhold-
ing.” • Copies of returns filed and confirmation numbers.
Payments subject to backup withholding include inter- • Records of fringe benefits and expense
est, dividends, patronage dividends, rents, royalties, com- reimbursements provided to your employees,
missions, nonemployee compensation, payments made in including substantiation.
settlement of payment card or third-party network transac-
tions, and certain other payments you make in the course
of your trade or business. In addition, transactions by Change of Business Name
brokers and barter exchanges and certain payments
made by fishing boat operators are subject to backup Notify the IRS immediately if you change your business
withholding. name. Write to the IRS office where you file your returns,
Backup withholding doesn't apply to wages, pen- using the Without a payment address provided in the
! sions, annuities, IRAs (including simplified em- instructions for your employment tax return, to notify the
CAUTION ployee pension (SEP) and SIMPLE retirement IRS of any business name change. See Pub. 1635 to see
plans), section 404(k) distributions from an employee if you need to apply for a new EIN.
stock ownership plan (ESOP), medical savings accounts
(MSAs), health savings accounts (HSAs), long-term-care
benefits, or real estate transactions. Change of Business Address
You can use Form W-9 or Formulario W-9(SP) to re- or Responsible Party
quest payees to furnish a TIN. Form W-9 or Formulario
W-9(SP) must be used when payees must certify that the Notify the IRS immediately if you change your business
number furnished is correct, or when payees must certify address or responsible party. Complete and mail Form
that they’re not subject to backup withholding or are ex- 8822-B to notify the IRS of a business address or
empt from backup withholding. The Instructions for the responsible party change. For a definition of “responsible
Requester of Form W-9 or Formulario W-9(SP) includes a party,” see the Instructions for Form SS-4.
list of types of payees who are exempt from backup with-
holding. For more information, see Pub. 1281, Backup
Withholding for Missing and Incorrect Name/TIN(s).
Filing Addresses

Recordkeeping Generally, your filing address for Form 940, 941, 943,
944, 945, or CT-1 depends on the location of your
residence or principal place of business and whether or
Keep all records of employment taxes for at least 4 years. not you’re including a payment with your return. There are
These should be available for IRS review. Your records separate filing addresses for these returns if you’re a
should include the following information. tax-exempt organization or government entity. See the
• Your EIN. separate instructions for Form 940, 941, 943, 944, 945, or
• Amounts and dates of all wage, annuity, and pension CT-1 for the filing addresses.
payments.
• Amounts of tips reported to you by your employees. Private Delivery Services
• Records of allocated tips.
• The fair market value of in-kind wages paid. You can use certain private delivery services (PDSs)
designated by the IRS to meet the “timely mailing as
• Names, addresses, SSNs, and occupations of timely filing” rule for tax returns. Go to IRS.gov/PDS for the
employees and recipients. current list of PDSs.
• Any employee copies of Forms W-2 and W-2c The PDS can tell you how to get written proof of the
returned to you as undeliverable. mailing date.
For the IRS mailing address to use if you're using a
• Dates of employment for each employee. PDS, go to IRS.gov/PDSstreetAdresses. Select the
• Periods for which employees and recipients were paid mailing address listed on the webpage that is in the same
while absent due to sickness or injury and the amount state as the address to which you would mail returns filed
and weekly rate of payments you or third-party payers without a payment, as shown in the instructions for your
made to them. employment tax return.

Publication 15 (2020) Page 7