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Wisconsin Department of Revenue

 General Questions
Technical Questions Withholding Tax

  1. How do I apply for an Employer Identification Number?
  2. Should I notify the Wisconsin Department of Revenue if I close my business?
  3. Do I need to register with the Wisconsin Department of Revenue to withhold Wisconsin income tax?
  4. How do I notify the Wisconsin Department of Revenue if I move my business or change my mailing address?
  5. Are extensions available if I can't file my Wisconsin return by the due date?
  6. What is the deadline for filing my Wisconsin return?
  7. Am I required to file a Wisconsin Withholding Tax Deposit Report?
  8. What if I do not receive my Employers Annual Reconciliation of Wisconsin Income Tax Withheld from Wages (Form WT-7)?
  9. What records should I keep for Wisconsin tax purposes, and how long should I keep them?
  10. How can I send in money if I do not have the proper Wisconsin forms?
  11. Who is required to withhold Wisconsin income taxes?
  12. Will the Wisconsin working families credit allow me to claim the exemption from Wisconsin withholding tax?
  1. How do I apply for an Employer Identification Number?

    You must submit an Application for Business Tax Registration (BTR) to the Wisconsin Department of Revenue. You may apply using the Form BTR101 or using the Business Tax Online Registration available on our web site. The initial (BTR) application fee is $20 and is valid for two years. The BTR certificate must be renewed every two years. The renewal fee is $10. For more information see Business Tax Registration.

  2. Should I notify the Wisconsin Department of Revenue if I close my business?

    When an employer goes out of business or a new Wisconsin Employer Identification Number is required as a result of a change in business entity, the former employer must notify the Department of Revenue of the last date of withholding. Call (608) 266-2776 or send the "Information Correction Form" included in your coupon booklet for this purpose. The former employer will be sent an Annual Reconciliation of Wisconsin Income Tax Withheld From Wages (Form WT-7), which should be completed.

    If the employer ceases to pay any taxable wages or all of the employer exemptions require no tax to be withheld, the employer can request to have the withholding account inactivated.

    If taxes are again withheld, the employer can request that the account be reactivated. As long as an employer's account is active, the employer must file Withholding Tax Deposit Reports (Forms WT-6) and an Annual Reconciliation of Wisconsin Income Tax Withheld From Wages (Form WT-7), even if no tax is withheld.

  3. Do I need to register with the Wisconsin Department of Revenue to withhold Wisconsin income tax?

    Yes. Every employer who is required to withhold Wisconsin income taxes must register with the Wisconsin Department of Revenue, and obtain a Wisconsin Employer Identification Number.

  4. How do I notify the Wisconsin Department of Revenue if I move my business or change my mailing address?

    If you change your business location or change your mailing address you can notify the department by calling 608-266-2776, by writing Wisconsin Department of Revenue, PO Box 8949, Madison WI 53708-8949, or by using the pink Information Correction Form in the front of your WT-6 coupon booklet.

  5. Are extensions available if I can't file my Wisconsin return by the due date?

    The Department may grant an extension of one month to file the Annual Reconciliation of Wisconsin Income Tax Withheld From Wages (Form WT-7) and wage and tax statements (Forms W-2). You may obtain this extension by writing to the Wisconsin Department of Revenue, P.O. Box 8949, Madison, WI 53708-8949, by faxing your request to 608-267-1030, or by e-mailing your request to sales10@revenue.wi.gov prior to the original due date (January 31) of the annual reconciliation.

    This one month extension is for the filing of the annual reconciliation and wage and tax statements only. No extension of time can be granted for depositing withheld tax amounts. Underpayments may be corrected by filing an additional Form WT-6 or by an EFT transaction.

    Note: The date for furnishing wage statements to employees cannot be extended.

  6. What is the deadline for filing my Wisconsin return?

    Withholding liability is incurred when wages are paid to employees, not when wages are earned. If your filing frequency is monthly or quarterly, you must file a report and remit the amount withheld on or before the last day of the month following the withholding period. If your filing frequency is semimonthly, you must file a report and remit the amount withheld from the 1st day through the 15th day of the month on or before the last day of the same month, and you must file a report and remit the amount withheld from the 16th day through the last day of the month on or before the 15th day of the following month. You must file a report even if no tax is withheld during the period covered.

    Documents will be considered timely filed if:

    • The return is mailed in a properly addressed envelope with the postage duly prepaid,
    • The envelope containing the return is postmarked on or before the due date, and
    • The return is received by the Department within 5 days of the due date.

    EFT transactions will be considered timely if:

    • The EFT transaction enters the systems (use our web site - www.witaxeft.com - or our toll free touch tone telephone system at 1-888-338-9472) before 4:00 p.m. Central Time on the payment due date.

  7. Am I required to file a Wisconsin Withholding Tax Deposit Report?

    Every employer must register with the Wisconsin Department of Revenue and obtain a Wisconsin Employer Identification Number when the employer has a requirement to begin withholding.

    An employer, who has registered and been assigned a Wisconsin Employer Identification Number, is mailed a "coupon" booklet containing a year's supply of Wisconsin Tax Deposit Reports (Forms WT-6) at the beginning of each year, unless the employer is registered to report and pay their withholding tax via Electronic Funds Transfer (EFT). See EFT for more information.

    Annual filers do not receive a coupon booklet. Annual filers remit withheld taxes with the annual reconciliation Form WT-7. Failure to receive the forms does not relieve the employer from timely reporting and depositing the taxes withheld. If you do not receive a coupon booklet or have not completed the EFT registration, send the withheld taxes, along with a letter which includes your real name, business name, address, the period being reported, and your Wisconsin Employer Identification Number, to the Wisconsin Department of Revenue, P.O. Box 8981, Madison, WI 53708-8981. Form WT-6 filers should use the Department issued coupon whenever possible.

    You must submit the Form WT-6 or make an EFT transaction whether or not any taxes were withheld during the period.

    For more information, see Wisconsin Publication W-166, Wisconsin Employer's Withholding Tax Guide.

  8. What if I do not receive my Employer's Annual Reconciliation of Wisconsin Income Tax Withheld from Wages (Form WT-7)?

    All employers holding an active Wisconsin Employer Identification Number (WEIN) will be mailed a preprinted Employers Annual Reconciliation of Wisconsin Income Tax Withheld from Wages (Form WT-7) during the month of December. If you do not receive your pre-printed Form WT-7, you may use the electronic fill-in form at http://www.revenue.wi.gov or you may file using the new electronic option available on our web site. It is important to use either the pre-printed Form WT-7, the electronic fill-in form, or the electronic filing option since the Department of Revenue is now using electronic processing for Form WT-7.

    Note: When preparing the W-2 Forms, please use your 6 digit Wisconsin Employer Identification Number. Do not use your new 15 digit Tax Account Number on the W-2 Forms.

  9. What records should I keep for Wisconsin tax purposes, and how long should I keep them?

    You must keep your tax records until the statute of limitation expires for the tax returns on which any of the withheld amounts appear. Usually this is 4 years from the due date of the return or the date filed, whichever is later.

  10. How can I send in money if I do not have the proper Wisconsin forms?

    If you are currently registered for a Wisconsin Employer Identification Number (WEIN) and have lost or not received your deposit coupons when one is due, call (608) 266-2776 or write to the Wisconsin Department of Revenue, P.O. Box 8949, Madison, WI 53708-8949, and request a duplicate Withholding Tax Deposit coupon booklet (Forms WT-6). You can also contact any of our branch or district offices and request that a duplicate coupon booklet be ordered. Coupon booklets are printed and mailed once a month.

    If you do not receive your Withholding Tax Deposit coupon booklet when a deposit is due, you may send your deposit with a letter in place of a deposit coupon. The letter should include the legal name of the business, mailing address, Wisconsin Employer Identification Number (WEIN), Federal Employer Identification Number (FEIN), and the period covered by the deposit. This should be mailed to the Wisconsin Department of Revenue, P.O. Box 8981, Madison, WI 53708-8981.

    This same procedure can be used to make withholding deposits if you have not yet received your Wisconsin Employer Identification Number (WEIN). Write "applied for" in place of your WEIN. Your deposit will be put in a temporary holding account and then transferred to your account once your WEIN has been issued.

  11. Who is required to withhold Wisconsin income taxes?

    Every employer who is:

    • Engaged in business in Wisconsin, or
    • Licensed to do business in Wisconsin, or
    • Transacts business in Wisconsin, or
    • Organized under Wisconsin law, or
    • Primarily engaged in business outside of Wisconsin who is licensed to do business in Wisconsin or transacts business in Wisconsin

    And

    • Paid wages to a Wisconsin resident (regardless of where the services were performed), or
    • Paid wages to a nonresident (persons domiciled outside of Wisconsin) for services performed in Wisconsin, unless:
      1. Employer is an interstate rail or motor carrier, subject to the jurisdiction of the Federal Interstate Commerce Commission and the employee regularly performs duties in two or more states.
      2. Payment is for retirement, pension, or profit sharing benefits received after retirement.
      3. Employee is a resident of a state with which Wisconsin has a reciprocity agreement. Wisconsin currently has reciprocity agreements with Illinois, Indiana, Kentucky, Michigan, and Minnesota. Persons who employ residents of those states are not required to withhold Wisconsin income taxes from wages paid to such employees. Written verification is required to relieve the employer from withholding Wisconsin income taxes from such employee's wages.
      4. Employee is a resident of a state with which Wisconsin does not have a reciprocity agreement and either:
        1. The employer is an interstate air carrier subject to the jurisdiction of the Federal Interstate Commerce Commission and the employee earns 50 percent or less of his or her compensation in Wisconsin, or
        2. The employer can reasonably expect the annual Wisconsin earnings to be less than $1,500.

  12. Will the Wisconsin working families credit allow me to claim the exemption from Wisconsin withholding tax?

    A working families tax credit eliminates Wisconsin income tax for single persons with income under $10,000 and for married couples with income under $19,000 for 2008. Persons who qualify for the working families tax credit may elect to be exempt from Wisconsin withholding. To claim exemption from Wisconsin withholding, an employee must first determine whether he or she qualifies for the credit and then complete an exemption certificate (Form WT-4B) to give to the employer.

    A flyer "Employees - Tax Credit May Permit You to Claim Exemption From Wisconsin Withholding Tax" contains a worksheet for employees to use to determine if they qualify for the working families tax credit. If you do qualify, the flyer contains an exemption certificate (Form WT-4B), which you should detach and submit to your employer. After receiving the certificate, your employer should discontinue withholding Wisconsin income tax from wages paid to you during 2008.

FOR MORE INFORMATION PLEASE CONTACT:

WISCONSIN DEPARTMENT OF REVENUE
Customer Assistance and Education Bureau
P.O. Box 8949
Madison, WI 53708-8949
Phone: (608) 266-2776
Fax: (608) 267-1030
E-Mail Additional Questions

Last updated December 21 , 2007