How do I create a W2 for my nanny?

You can easily generate Form W-2 for your nanny using the online tools provided by the Social Security Administration. Filing only takes a few minutes, but must be completed by January 31, 2020 for the 2019 tax year.

Provide the document generated by the online tool to your nanny, babysitter, or other household employee. Your household employee will use this for their own tax returns.

Steps to Generate a W-2 for your nanny

  1. Go to the online tool found at http://www.socialsecurity.gov/employer/.
  2. Click on the button to Log in to Business Services Online (or Register if you have not done so previously).
  3. Follow the instructions to report Wages to Social Security, and Create Forms W-2/W-3.
  4. Enter the information requested by the Social Security website
  5. Download the completed Form W-2, and provide this to your nanny for her own tax return.

W-2 FAQs

For the Social Security and Medicare tax withheld, do I enter just the portion withheld from the employee’s paycheck or also the amount owed by me?

For Social Security and Medicare tax withheld, enter only the portion withheld from your nanny’s paycheck. The employer portion will come into play when you file form Schedule H with your own tax return.

What should I enter in the Social Security and Medicare wages box?

Social Security wages and Medicare wages will each be the same as the Taxable Wages amount, as long as your nanny makes less than $125,000 from you.

For California, where do I input information about employee paid SDI?

The amount your employee has contributed to CA State Disability Insurance Tax should be input to go in box 14: “Other”. Indicate with label of “CA SDI” and the amount withheld from your employees paychecks during 2019.

What else do I need to do for tax time?

With your own tax return, you will need to include form Schedule H and remit taxes withheld and owed at that time.

For a full checklist of how to pay your nanny legally, see here.  This information and more is also included in the Nanny Pay Advisor Android app and iPhone and iPad app.

Federal W-4 and State Withholding Form

 

State Form
Federal

2019) Form W-4 https://www.irs.gov/pub/irs-prior/fw4–2019.pdf  If your employee has this on file, you can continue to use the 2019 version for 2020.

(2020) Form W-4 https://www.irs.gov/pub/irs-pdf/fw4.pdf  Use for new employees.

Alabama  AL A-4 https://revenue.alabama.gov/wp-content/uploads/2017/05/A4_201403.pdf
Alaska  None
Arkansas  AR AR4EC http://www.dfa.arkansas.gov/offices/incomeTax/withholding/Documents/AR4EC.pdf
Arizona  AZ A-4 https://azdor.gov/sites/default/files/FORMS_WITHHOLDING_2019_A-4_f.pdf
California  CA DE 4 https://www.edd.ca.gov/pdf_pub_ctr/de4.pdf
Colorado  CO uses Federal W-4
Connecticut  CT CT-W4 https://portal.ct.gov/-/media/DRS/Forms/2019/Withholding/2019-CT-W4.pdf
Delaware  DE uses Federal W-4
District of Columbia  DC D-4 https://otr.cfo.dc.gov/sites/default/files/dc/sites/otr/publication/attachments/2018%20D-4.pdf
Florida  None
Georgia  GA G-4
Hawaii  HI H4 http://files.hawaii.gov/tax/forms/2017/hw4.pdf
Idaho  ID uses Federal W-4
Illinois  IL IL-W-4 https://www2.illinois.gov/rev/forms/withholding/Documents/currentyear/il-w-4.pdf
Indiana  IN WH-4 https://forms.in.gov/Download.aspx?id=2702
Iowa  IA W4 https://tax.iowa.gov/sites/default/files/idr/forms1/2019IAW-4(44019)_2.pdf
Kansas  KS K-4 https://www.ksrevenue.org/pdf/k-4.pdf
Kentucky  KY K-4 http://revenue.ky.gov/NR/rdonlyres/690434A9-D933-4F06-8228-6C70D441A8E0/0/42A8041113.pdf
Louisiana  LA R-1300 (L-4) http://revenue.louisiana.gov/TaxForms/1300(4_11)F.pdf
Maine  ME W-4ME http://www.maine.gov/revenue/forms/with/2015/Form%20W-4ME.pdf
Maryland  MD MW507 http://forms.marylandtaxes.gov/18_forms/MW507.pdf
Massachusetts  MA M-4  https://www.mass.gov/files/documents/2017/12/12/dor-withholding-form-m-4.pdf
Michigan  MI MI-W4 https://www.michigan.gov/taxes/0,4676,7-238-44143-287984–,00.html
Minnesota  MN W0-MN http://www.revenue.state.mn.us/Forms_and_Instructions/w-4mn.pdf
Mississippi  MS W4 https://www.dor.ms.gov/Forms/89350158.pdf
Missouri  MO W4 https://dor.mo.gov/forms/MO-W-4.pdf
Montana  MT uses Federal W-4
Nebraska  NE uses Federal W-4
Nevada  None
New Hampshire  None
New Jersey  NJ NJ-W4 http://www.state.nj.us/treasury/taxation/pdf/current/njw4.pdf
New Mexico  NM uses Federal W-4
New York  NY IT-2104 http://www.tax.ny.gov/pdf/current_forms/it/it2104_fill_in.pdf
North Carolina  NC NC-4 http://www.dor.state.nc.us/downloads/nc4.pdf
North Dakota  ND uses Federal W-4
Ohio  OH IY 4 http://www.tax.ohio.gov/portals/0/forms/employer_withholding/Generic/WTH_IT4_FI.pdf
Oklahoma  OK W4 https://www.ok.gov/tax/documents/OK-W-4.pdf
Oregon  OR uses Federal W-4
Pennsylvania  PA uses Federal W-4
Rhode Island  RI RI W-4 http://www.tax.ri.gov/forms/2018/Withholding/RI%20W-4%202018.pdf
South Carolina  SC uses Federal W-4
South Dakota  None
Tennessee  None
Texas  None
Utah  UT uses Federal W-4
Vermont  VT W-4VT http://tax.vermont.gov/sites/tax/files/documents/w4vt.pdf
Virginia  VA WA-4 https://tax.virginia.gov/sites/default/files/taxforms/withholding/any/va-4-any.pdf
Washington  None
West Virginia  WV WV/IT-104 https://tax.wv.gov/Documents/TaxForms/it104.pdf
Wisconsin  WIWT-4 https://www.revenue.wi.gov/DORForms/w-204f.pdf
Wyoming  None

Among other nanny tax changes coming in 2020, an updated Federal Form W-4 will be available.