2012 W-2 and 1099 Information Published for Employers and Pension Payers

The North Carolina Department of Revenue recently published its 2012 submission specifications for W-2 and 1099 reporting. Employers and pension payers in the state will use these specifications to file tax information on their employees and pension recipients, respectively.

W-2 Wage and Tax Statement information reportable to North Carolina for 250 or more employees must be submitted on CD-ROM media (see Form DP-43 for specifications). If you have less than 250 employees, you are encouraged to file by CD-ROM media. Submissions of W-2 data on CD will help to reduce errors, volume and cost associated with paper forms.

If you do not use payroll or other software to create these files for submission and prefer to submit a text file on CD, alternative instructions are provided (see Form NC-59 for specifications).

Employers and pension payers who provide 1099/W-2G information for 250 or more individuals must send information on CD-ROM media (see Form DP-40 for specifications). Employers and pension payers who have fewer than 250 individuals are encouraged to also file by CD-ROM media or you may provide a computer printout of the information in lieu of providing each wage and tax statement or 1099 statement (see Form NC-57 for specifications).

The filing deadline for submission on CD-ROM for 2012 is April 1, 2013. The filing deadline for this information for paper reports is February 28, 2013.

All employers and pension payers that submit W-2 or 1099 information must file a Form NC-3 or Form NC-3M, the Annual Withholding Reconciliation. Information required on the reconciliation includes the total amount of state tax withheld as reflected on both the W-2s and 1099s an employer or payer sends to its employees and contractors.

If you need more information about withholding taxes, review our Frequently Asked Questions or call 1-877-252-3052 for assistance. You may also click here for a complete list of withholding forms and instructions (including those for filing by CD-ROM).

NCDOR is actively pursuing updates to these filing processes, to include the use of electronic filing. Please watch our website for updates on these efforts in the future.