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Any business who files more than 25 W-2, W-2G, 1099-R, or WH-18 statements must file them electronically (IC 6-3-4-16.5).
The WH-3 (Annual Withholding Reconciliation Form) is a reconciliation form for the amount of state and county income taxes withheld throughout the year. This form must be filed on or before the last day in February.
If you are a business with:
Yes, if the payroll provider you use is certified with the Indiana Department of Revenue, they can file your W-2s and WH-3 for you. Contact your service provider to find out if they have been certified with the Department.
Do I need to be certified with the Indiana Department of Revenue even if I just produce a substitute WH-3?
Yes. You will want to make sure that you are registered with the Department as software developer. You will then want to follow the forms approval process outlined in Departmental Notice 4. For more information, click here.
Do I need to be certified with the Indiana Department of Revenue even if I’ve purchased software from a developer?
If you are the one that is actually submitting the W-2 and WH-3 files on behalf of your clients through batch upload, you will need to be certified with the Indiana Department of Revenue. If you are, however, uploading or manually entering the W-2 and WH-3 files through INtax, you do not have to be certified with the Indiana Department of Revenue. To see a list of certified software vendors, click here. For more information, visit Businesses.