(PIN) and complete instructions for using EFTPS. The employer will need to wait until they receive the EFTPS information in the mail before making a payment electronically. Once they receive the EFTPS Confirmation Package, they can begin making EFTPS payments. WITHHOLDING ALLOWANCE CERTIFICATES Federal Form W-4, Employee’s Withholding Certificate is completed by the employee at the time of hiring, and is used by the employer to determine how much federal tax to withhold from the employee‘s paycheck. Employers may refer employees to the IRS Tax Withholding Estimator to determine how to fill out Form W-4. The Minnesota Department of Revenue provides Form W-4MN, Minnesota Withholding Allowance/Exemption Certificate for state tax withholding. An employee must complete Form W-4MN and provide it to the employer any time they start employment or change their federal Form W-4, or claims to be exempt from Minnesota income tax withholding. You must send copies of Form W-4MN to the Minnesota Department of Revenue if any of the following apply: – The employee claims more than 10 Minnesota withholding allowances: or – The employee claims to be exempt from Minnesota withholding and you reasonably expect the employee’s wages to exceed $200 per week (Exception: if the employee is a resident of Michigan or North Dakota and has completed Form MWR) – You believe the employee is not entitled to the number of allowances claimed The employer should honor the employee’s W-4 or W-4MN unless notified by the Internal Revenue Service or the Minnesota Department of Revenue that the form is not valid. Penalties apply to employees knowingly filing incorrect W-4 or W-4MN forms and employers who fail to provide federal or state tax authorities with, Forms W-4 or W-4MN when required. FURNISHING WAGE AND TAX STATEMENT TO EMPLOYEES The employer must issue a wage and tax statement, federal Form W-2 to each employee on or before January 31 of the following year, or within 30 days of a written request from the employee if his or her employment was terminated. Employers may furnish Form W-2 to employees electronically provided certain criteria are met. Employees must affirmatively consent to receive the Form W-2 in an electronic format and prior to, or at the time of the consent, the employer must provide a disclosure statement containing certain disclosures. Additionally, the electronic version of Form W-2 must contain all required information and comply with applicable revenue procedures relating to substitute statements to recipients. If the statement is furnished on a website, the employer must notify the employee, via mail, electronic mail, or in person, that the statement is posted on a website and provide instructions on accessing and printing the statement.* *Most employers are required to submit W-2 and 1099 information electronically. For more information go to the Minnesota Department of Revenue, Withholding Tax Fact Sheets and select Fact Sheet #2 Submitting Form W-2 and W-2c Information or #2a Submitting Form 1099 Information.
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