State Of Missouri Employer'S Tax Guide - 2012 Page 9
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28The Form W‑2 supplied by the Internal Revenue Service must be
For information regarding Form 99‑Misc reporting, please visit
used for this purpose unless the employer uses a substitute form
Scroll the FAQs to
approved in writing by the Missouri Department of Revenue.
the heading of “Information at Source Reporting”.
If it becomes necessary to correct Form W‑2 after it has been issued
The Department of Revenue will not provide notification when
to an employee, two corrected Form W‑2s should be issued to the
magnetic media information is processed; nor will the Department
employee and a copy mailed to the department. The new copies
return completed magnetic media to the employer.
must be clearly marked “Corrected by Employer.”
C. Form W-2 Corrections
In case a Form W‑2 is lost or destroyed, a substitute copy must be
If after you have filed your Form W‑2(s) and Form MO W‑3, you
issued to the employee and must be clearly marked “Reissued by
discover an error and need to file a Form W‑2C, you should attach
Employer.”
a copy of the Form W‑2C to Form MO W‑3 and check the box
Form W‑2, Wage and Tax Statement, and/or Form 1099‑R, Distribu‑
indicated for submitting Form W‑2C(s). Enter the same amount on
tions From Pensions, Annuities, Retirement or Profit‑Sharing Plans,
Line 1 and Line 2 that was originally entered unless as a result of
IRAs, Insurance Contracts, etc., must be provided to the employee
the Form W‑2C(s) those amounts changed. If changed, enter the
on or before January 31 of the following calendar year for which
total new correct amount for all Form W‑2(s) in both boxes.
the Form W‑2 and/or Form 1099‑R applies. File Form 1099‑R for
each person to whom you have made any designated distribution
21. Closing a Withholding Account/Final Report
from profit‑sharing or retirement plans, IRAs, annuities, pensions,
An employer must notify the Missouri Department of Revenue to
etc., whether or not you withheld Federal or Missouri income tax.
close its withholding tax account. The Missouri Department of
Revenue will not automatically close the account because it stops
20. Final or Annual Report of Income Tax Withheld
making payments and filing returns. An employer should close its
A. Annual Report
withholding account if any of the following occur:
On or before March 1, each employer must file copies of all
• It permanently stops doing business;
withholding statements, Form W‑2 or Form 1099‑R, Copy 1, for
• It permanently stops having employees; or
the year, along with Form MO W‑3, Transmittal of Wage and
Tax Statements. These copies must also be accompanied by a list,
• It has a major change in business, such as forming a partner‑
preferably an adding machine tape or a computer printout, of the
ship or joining others to form a corporation.
total amount of the income tax withheld as shown on all “Copy 1s”
To close the account, use Form MO‑941F, Employer’s Withholding
of Form W‑2/ Form 1099‑R.
Tax Final Report, AND write “FINAL PAYROLL” on the last Form
Send Form W‑2(s) and/or Form 1099‑R(s) and Form MO W‑3 to
MO‑941 to be filed. Failure to notify the Missouri Department of
the Mis souri Department of Reve nue, P.O. Box 3330, Jefferson
Revenue to close the account will cause estimated billings to be
City, MO 65105-3330 in convenient size packages. Each package
issued. If a non‑filer notice is received, the employer must report
must be identified with the name and account number of the
and remit the actual amount withheld to the Missouri Department
employer, and the packages must be consecutively numbered.
of Revenue.
Do not include the fourth quarter or 12th month return with the
22. Records to be Kept by Employers
Form W-2(s) and/or Form 1099-R(s) and Form MO W-3. The last
The following records must be retained for all employees:
annual remittance must be sent separately with Form MO-941.
1) Name, address, social security number, and period of
Any employee copies of Form W‑2(s) and/or Form 1099‑R(s) and
employment;
Form MO W‑3 that were returned to the employer as undeliverable
2) Amounts and dates of all wage payments subject to
must be kept by the employer for at least four years.
Missouri income tax withholding;
B. Magnetic Media Reporting
3) Employee’s state income tax withholding allowance
Employers with 250 or more Form W‑2s must file on magnetic
certificate;
media. The Department of Revenue’s magnetic media reporting
4) Employer’s state income tax withholding registration number;
format conforms with the Specifications for Filing Forms Electroni‑
5) Record of quarter‑monthly, monthly, quarterly, and annual
cally (EFW2) format used by the Social Security Administration.
returns filed including dates and amounts of payments;
The necessary fields included in the EFW2 format specifications are
listed on page 12. The Department is unable to accept electronic
6) Records that would assist the Missouri Department of Revenue
filing of W-2 information.
in auditing the employer’s records.
Employers with fewer than 250 W‑2s can either file by magnetic
All records should be kept for at least three years after the date the
media or by submitting paper Form W‑2s to the Taxation Division,
taxes to which they relate become due, or the date the taxes are
P.O. Box 3330, Jefferson City, MO 65105‑3330.
paid, whichever is later.
In addition to the records listed above, all records of the allocation
Please file Form MO W‑3, Transmittal of Wage and Tax Statements,
of working days in the state of Missouri must be retained for all
with your Form W‑2(s) or your magnetic media reporting.
nonresident employees.
If you already included the Codes RE and RS records on your Social
Security Administration tape or diskette, you may send a duplicate
copy to the Missouri Department of Revenue. Otherwise you must
add the Codes RE and RS records. The additional data specifica‑
tions for magnetic media reporting required by the state of Missouri
are listed on page 12. If you have any questions regarding the
reporting of your Form W‑2s, please call (573) 751‑3505.
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