Get De 9C Form

How to Use De 9C

Filling out the DE 9C form requires careful attention to detail. Ensure that all necessary information is recorded accurately. After completing the form, it should be submitted to the appropriate address provided by the Employment Development Department.

1. Obtain the DE 9C form from the Employment Development Department's website or a physical location.
2. At the top of the form, enter your employer account number, business name, address, year, and quarter ended date if the form is not preprinted.
3. In Item A, enter the total number of full-time and part-time employees who worked or received pay subject to Unemployment Insurance for the payroll period that includes the 12th day of the month. Provide counts for each of the three months.
4. If applicable, check the box in Item B to indicate you are reporting only Voluntary Plan Disability Insurance wages.
5. In Item C, check the box if you had no payroll for the quarter. If you check this box, complete Item O.
6. In Item D, enter the Social Security Number (SSN) for each employee or individual to whom you paid wages or withheld Personal Income Tax (PIT) during the quarter.
7. In Item E, write the first name, middle initial, and last name of each employee corresponding to the SSN provided in Item D.
8. In Item F, enter the total subject wages paid to each employee during the quarter, including cents.
9. In Item G, record the amount of wages that are subject to PIT for each employee, even if no PIT was withheld.
10. In Item H, indicate the amount of PIT withheld from each employee during the quarter.
11. For each page, complete Item I by entering the total subject wages from Item F.
12. Enter the total PIT wages from Item G in Item J for each page.
13. In Item K, record the total PIT withheld from Item H for each page.
14. On the first page or the last page, provide the grand total for total subject wages in Item L.
15. Also on the first or last page, enter the grand total for PIT wages in Item M.
16. Finally, enter the grand total for PIT withheld in Item N on the first or last page.
17. In Item O, sign the form, providing your title, phone number, and the date.
18. Retain a copy of the completed DE 9C form for your records.
19. Mail the completed form to the address specified: State of California / Employment Development Department / P.O. Box 989071 / West Sacramento CA 95798-9071.

What is the DE 9C form?

The DE 9C form is a Quarterly Contribution Return and Report of Wages that employers in California must file with the Employment Development Department (EDD). It reports wages paid to employees and any personal income tax withheld. Employers need to submit this form even if they had no payroll during the quarter.

When is the DE 9C form due?

The DE 9C form is due on the last day of the month following the end of each quarter. For example, the due date for the first quarter, which ends on March 31, is April 30. It is important to postmark or submit the form by this date to avoid penalties.

What information is required on the DE 9C form?

The form requires details such as the employer's account number, the number of employees, their names, Social Security numbers, total subject wages, personal income tax wages, and any PIT withheld. Each section must be completed accurately to ensure compliance.

What should I do if I had no payroll during the quarter?

If there was no payroll, check the box labeled "NO PAYROLL" on the form. You still need to fill out Items C and O, which include your signature and declaration that the information is correct.

Can I file the DE 9C form online?

Yes, employers can file the DE 9C form online through the EDD’s e-Services for Business. This method is faster and more convenient. It is recommended to visit the EDD website for more information on online filing.

What if an employee does not have a Social Security number?

If an employee does not have a Social Security number, report their name, wages, and any PIT withheld without the SSN. It is important to take steps to secure a Social Security number for that employee and report it to the EDD as soon as possible.

How do I report wages for employees covered by a Voluntary Plan?

For employees covered by a Voluntary Plan for disability benefits, check the appropriate box on the form. If you also have employees under the State Plan, report their wages separately on another DE 9C form.

What are the grand totals required on the DE 9C form?

On the last page of the DE 9C form, you must provide grand totals for total subject wages, PIT wages, and PIT withheld for all pages. Separate grand totals are needed for Voluntary Plan Disability Insurance and special exemptions.

Where should I mail the completed DE 9C form?

The completed DE 9C form should be mailed to the State of California, Employment Development Department, P.O. Box 989071, West Sacramento, CA 95798-9071. Ensure that the form is sent to the correct address to avoid delays in processing.

Filling out the DE 9C form can be a straightforward process, but many individuals make common mistakes that can lead to complications. One prevalent error is neglecting to file the DE 9 and DE 9C together. It is essential to remember that both forms must be submitted at the same time, even if there was no payroll during the quarter. Failing to do this can result in penalties or delays in processing.

Another frequent mistake involves skipping the completion of Items C and O when there was no payroll. Even if there are no wages to report, these items still require attention. Omitting this information creates gaps in the reporting and can lead to misunderstandings with the Employment Development Department (EDD).

Many people also forget to check the appropriate box in Item B when reporting Voluntary Plan Disability Insurance wages. This checkbox is crucial for accurately categorizing the wages being reported. If this step is overlooked, it can result in misclassification and potential issues with compliance.

Errors in entering Social Security Numbers (SSNs) in Item D are another common pitfall. Each employee’s SSN must be accurate and complete. Mistakes here can lead to significant problems, including delays in processing and potential fines. If an employee does not have an SSN, it is important to report their name and wages while taking immediate steps to secure the SSN.

Inaccurate reporting of employee names in Item E can also create confusion. Each name must be entered precisely as it appears on official documents. Any discrepancies can complicate record-keeping and may cause issues with the EDD.

When it comes to reporting total subject wages in Item F, many individuals either miscalculate or fail to include cents. This can lead to discrepancies in the total amounts reported and may trigger audits or further inquiries. It is vital to double-check calculations to ensure accuracy.

Similar mistakes occur with PIT wages in Item G. Individuals often forget to report these wages, even when no PIT is withheld. This oversight can lead to incomplete records and potential penalties. It is important to remember that PIT wages must be reported regardless of whether withholding occurred.

Item H requires reporting PIT withheld, but many people neglect to complete this section or enter incorrect amounts. This can result in significant discrepancies between what is reported and what was actually withheld, leading to further complications down the line.

Additionally, individuals sometimes fail to carry forward totals correctly from one page to another, particularly in Items I, J, and K. Each page must have its totals calculated independently, and any mistakes in this process can lead to cumulative errors in the final reporting.

Finally, the signature in Item O is often overlooked or improperly filled out. It is essential that the form is signed by the appropriate individual, and that all required information, such as title and date, is included. Neglecting this step can render the form invalid and lead to delays in processing.

The DE 9C form is a crucial document for employers in California, used to report wages and contributions related to unemployment insurance. In addition to the DE 9C, there are several other forms that employers may need to complete for comprehensive payroll reporting and compliance. Below is a list of related documents that are often used alongside the DE 9C form.

• DE 9 Form: This is the main Quarterly Contribution Return that summarizes the total contributions owed for unemployment insurance. It should be filed together with the DE 9C form.
• DE 44 Form: The California Employer’s Guide provides detailed instructions and information on employer responsibilities, including how to report wages and contributions.
• DE 9ADJ Form: This form is used to report adjustments to previously reported wages and contributions. It helps correct any errors made in earlier submissions.
• DE 231PIT: This information sheet explains how to report Personal Income Tax (PIT) wages on the DE 9C form, detailing what qualifies as PIT wages.
• W-2 Form: Employers use this form to report annual wages and tax withholdings for employees. It is essential for employees to file their personal income tax returns.
• 1099 Form: This form is used to report payments made to independent contractors or freelancers. It is important for tax reporting purposes.
• DE 34 Form: This form is used to report new employees to the Employment Development Department (EDD) and is required for compliance with state law.
• Form 941: This is a federal form used to report income taxes, social security tax, and Medicare tax withheld from employee paychecks, as well as the employer's portion of social security and Medicare tax.
• Form I-9: This form verifies the identity and employment authorization of individuals hired for employment in the United States. It is a requirement for all employers.
• Payroll Records: Employers must maintain accurate payroll records, which include details about employee hours worked, wages paid, and deductions taken. These records are essential for tax reporting and compliance audits.

Understanding these documents can help employers navigate their responsibilities more effectively. Properly completing and submitting these forms ensures compliance with state and federal regulations, ultimately supporting smooth business operations.

The DE 9C form is an essential document for employers in California, used to report wages and taxes related to employee payroll. Several other forms share similarities with the DE 9C, primarily in their purpose of reporting wages, taxes, or employment information. Below is a list of ten documents that are comparable to the DE 9C form, along with a brief explanation of how they are similar.

• DE 9 Form: This form is filed alongside the DE 9C and serves as the primary quarterly wage report for California employers. Both forms report wages and taxes, but the DE 9 provides a summary while the DE 9C details individual employee wages.
• W-2 Form: The W-2 form is issued to employees at the end of the year, summarizing their total wages and taxes withheld. Like the DE 9C, it is crucial for tax reporting, though it covers an entire year rather than a quarter.
• 1040 Form: This is the individual income tax return form used by taxpayers to report their annual income. While the DE 9C reports wages for payroll taxes, the 1040 summarizes total income for personal income tax purposes.
• 941 Form: The IRS Form 941 is used to report federal income tax withheld, Social Security tax, and Medicare tax. Similar to the DE 9C, it is filed quarterly and provides a detailed account of employee wages and tax liabilities.
• DE 44 Form: This form is the California Employer’s Guide, which provides instructions on various employer responsibilities, including reporting wages. It complements the DE 9C by offering guidance on how to complete it accurately.
• DE 9ADJ Form: The Quarterly Contribution and Wage Adjustment Form is used to make corrections to previously reported wages. Like the DE 9C, it is related to wage reporting but focuses on adjustments rather than new submissions.
• 1099-MISC Form: This form reports miscellaneous income paid to non-employees, such as independent contractors. It is similar to the DE 9C in that it documents payments made to individuals but differs in the employment status of the recipients.
• State Unemployment Insurance (SUI) Report: This report is often required by state agencies to track unemployment insurance contributions. Like the DE 9C, it provides information on wages subject to unemployment taxes.
• Employee Tax Withholding Certificate (W-4): While this form is filled out by employees to determine their tax withholding, it is related to the DE 9C in that it influences the amount of Personal Income Tax reported on the DE 9C.
• Form 1095-C: This form is used by applicable large employers to report health insurance coverage offered to employees. It is similar to the DE 9C as it provides information about employee benefits and employment status, but focuses specifically on health coverage.

Each of these forms plays a vital role in the broader context of employment and tax reporting, and understanding their similarities can help employers navigate their obligations more effectively.

When filling out the DE 9C form, there are important guidelines to follow. Here is a list of things you should and shouldn't do:

• Do ensure all information is typed or printed clearly.
• Do file the DE 9 and DE 9C together, even if there was no payroll.
• Do check the box for "No Payroll" if applicable.
• Do enter the correct Social Security Number for each employee.
• Don't use dollar signs, dashes, commas, or slashes when reporting wages.
• Don't leave any required fields blank; this may lead to delays.
• Don't alter any pre-printed areas on the form.
• Don't forget to sign the form before submitting it.

Following these guidelines can help ensure a smooth and accurate reporting process. Accuracy and attention to detail are key in this important task.

• Misconception 1: The DE 9C form is optional if there is no payroll.

  This is incorrect. You must still file the DE 9C form even if you had no payroll during the quarter. Complete Items C and O to indicate this.

• Misconception 2: The DE 9C can be filed separately from the DE 9.

  In reality, you must file the DE 9 and DE 9C together. They are linked and should be submitted as a complete set.

• Misconception 3: You do not need to report wages if they are the same as total subject wages.

  False. You must report PIT wages even if they match total subject wages. This is a requirement for accurate reporting.

• Misconception 4: All employees’ wages can be reported on one DE 9C form regardless of their status.

  This is misleading. If you have employees under different plans, such as a Voluntary Plan for Disability Insurance, you need to report them separately.

• Misconception 5: You can use any format for the DE 9C form.

  This is not true. The form must be completed in the specified format, and if you have more than seven employees, you need to use additional pages or an EDD-approved format.

• Misconception 6: You can leave fields blank without consequences.

  Leaving fields blank can lead to missing data issues. All required fields must be filled out to avoid penalties or delays in processing.

Filling out the DE 9C form accurately is crucial for employers in California. Here are some key takeaways to keep in mind:

• File Together: Always submit the DE 9C form along with the DE 9 form. This is essential for compliance.
• No Payroll? Even if you had no payroll during the quarter, you must still file the DE 9C. Make sure to complete Items C and O in that case.
• Employee Information: Provide accurate details for each employee, including their Social Security Number, name, total wages, and any Personal Income Tax (PIT) withheld.
• Correct Format: Use uppercase letters if you are typing the form. If handwriting, print each letter or number in a separate box. Avoid using dollar signs, commas, or slashes.
• Retain Copies: Keep a copy of the DE 9C for your records. This is important for future reference and for verifying your submissions.
• Exemptions: If you have employees under specific exemptions, such as religious exemptions or sole shareholders, report them on a separate DE 9C form as instructed.

By following these guidelines, you can ensure that your DE 9C form is completed correctly and submitted on time, helping you stay compliant with California’s employment regulations.