Our payroll service Gusto makes these filings/payments for us automatically.

Our payroll service Gusto makes these filings/payments for us automatically.

If it needs done manually:

Log into Ohio Business Gateway by the 15th of the month (at the latest) to file for the month before. 

1. 1. • Under "employer withholding" Choose "Ohio IT 501 Return for Income Tax Withheld"

      • Then, choose last month

      • It will ask for an amount, you find that by going into Quickbooks to the "payroll taxes" tab of the taxes and choose "payments" - it should display OH Income Tax due on the 15th and show then amount

      • enter it

      • choose to checkout now via the gateway

      • choose ACH debit (it's free)

      • visit check out

      • click the "+" for that transaction to add it

      • click "select ACH account" and choose "checking GMM"

      • Acknowledge + complete

if you ever just need to file a payment only:

1. Under "employer withholding" Choose "Ohio Withholding Bill and Assessment Payment"

2. ACH debit = no fee, credit card = small fee

3. Record the payment as "paid" in Quickbooks as well (under "taxes" tab on left)

4. See about turning on auto payments.

5. visit check out

Account #54156843 when making payments through the gateway -- however, when sending payments via Gusto, they use the account number 541568432

Note: we are paid up through March 2022, when I made a manual payment. from here on out, Gusto should keep it going without us.

Log into Ohio Business Gateway by the 23rd of the month (at the latest) to file for the month before. 

• For example, September's filing is due on 10/23.

• File Sales Tax (UST-1)

  • if there is sales tax to report, use this template and upload

    • our vendor # is 25329790

Tax rate info:

• State of Ohio

  • • 5.75%

• FRANKLIN County (25)  

  • • 1.25%

• COTA

  • • 0.50%

• Total:   7.50%

Sample calculation

• Tax Calculation:  

  • Taxable Amount

    •   $17.00

    • Tax

•   $1.28

• Total with Tax:  $18.28

Gusto pays this automatically.

Columbus does not participate in RITA, but Bexley does, where Andy lives/works. RITA is a regional tax authority that collects taxes on behalf of some municipalities. 

We had sent in our first payment but I got notice we needed to register. I already had an online account, and the customer rep wasnt sure why i wasn't promoted to register, but instructed me to mail in a form 48, which i did on 11/30/22.

RITA acct# RTCPZRRND 1

Employers are required to submit a complete Quarterly Tax Return each quarter. The due dates for filing quarterly reports are as follows:

• First quarter - April 30

• Second quarter - July 31

• Third quarter - October 31

• Fourth quarter - January 31

For find out the wages paid for each employee, go to the "Taxes" section - > "payroll taxes" and then go the appropriate filing and it will generate a 941 for you.

To file your Quarterly Tax Return online, please visit the The Source

Account# 1692185-00-0

Note: now that Cassie moved to being a contractor and Andy's in Bexley, we will not owe City tax anymore for Columbus after 10/7/22.

Our payroll service Gusto makes these filings/payments for us automatically. We still need to

If it needs done manually:

Log in here.

You need to file 2 separate things:

1. IT11 quarterly reconciliation

2. payment

We will always file the IT11 quarterly, but:

• we need to also file monthly when we exceed $2,399 in the past calendar year

• when we exceed $12,000 withheld in income tax the prior year, then it moves to Semi-Monthly rather than monthly

Account#: 831410912W

1099s are for contractors (only those paid $600+ in that year)

W2s are for employees

Before February, ideally in early January, we must:

• log into Quickbooks to file 1099s (W2s are automatically filed by QB)

  • • Go to "payroll" then "contractors" and then push button "Prepare 1099s"

• download 1099s/W2s and save in files for 4 years

  • Note: copies of these are sent by QB to our contractors/employees, so we shouldn't have to do anything, however, it's a good idea to give a heads up to contractors and employees about this and to let the ones who didn't meet the threshold know why they won't be receiving a 1099 from us.

After filing 1099:

What happens next

1. We'll send an email to jaelynn.alexis.grisso@gmail.com when the IRS accepts your forms.

2. We'll print and mail 1099s to all of your contractors.

3. If you provided email addresses for your contractors, we'll invite them to view their 1099s online.

4. Download and print copies for your records. The IRS requires that you keep a copy of 1099s for 4 years.

If a contractor who did not meet the $600 in a tax year threshold and they ask about a tax document from is, here is a response we can give them:

• If you were to receive a tax document from us it would be a 1099 rather than a W2, as you are technically considered an independent contractor. However, contractors only get 1099s from employers who paid a contractor at least $600 in that tax year. Because you didn't meet that threshold, we don't have a 1099 for you. You will need to report that as self-employed income on your tax return. If you're using a tax professional to file, they should be able to help you with that part. If you're filing on your own, this fact sheet from the IRS might help.

Log into Ohio Business Gateway by the 15th of the month (at the latest) to file for the month before. 

Under "employer withholding" Choose "Ohio Withholding Bill and Assessment Payment"

-ensure there is the following on file for all periods in that previous calendar year

• Ohio IT 501 Payment of Income Withheld 

-file this:

• Ohio IT 941 Annual Reconciliation of Income Tax Withheld for tax year 2020.

  • • get info you need from Quickbooks' payroll summary and payroll tax liability reports.

Where to get the data:

Report in Gusto for taxes wittheld: 

• payroll data export

Report in Gusto for wages:

• payroll items report

Report in Gusto for previous payments made for this filing period: 

• Agency Payments Report

Updates:

• 2022 was filed on 1/12/23

https://crisp.columbus.gov

You will need to file a year end Reconciliation of Quarterly Returns on form IT-13 along with your W-2 forms.

Where to get data:

• Download employee W2s from Gusto. 

Report in Gusto for taxes wittheld: 

• payroll data export

Report in Gusto for wages:

• payroll items report

Report in Gusto for previous payments made for this filing period: 

• Agency Payments Report

ritaohio.com

Where to get data:

• Download employee W2s from Gusto.

Report in Gusto for taxes wittheld: 

• payroll data export

Report in Gusto for wages:

• payroll items report

Report in Gusto for previous payments made for this filing period: 

• Agency Payments Report

Note: in the case of a work-from-home employee like Andy, file the taxes we paid to City of Bexley (not the school district) under "work tax" and nothing goes under "residential tax". 

Login online and pay it by 7/1 each year

We are also required to file a payroll tuneup annually and you'll get a letter about it from them and can do it online.

Policy# 80085039

Note: we remitted our last payment in June 2024.

A 990 is due Nov 15 each year (the 15th day of the 5th month following end of FY).

2024

• We intend to do our filing this summer so we can get ahead of the game and while filling out the 990ez is fresh in our heads

2023

• Used tax990 to file an extension that made our deadline May instead of November  -- allowed us to pay $100 for both extension filing and now we are pre-paid for 990 EZ

• IRS accepted our filing on 5/14/24 (a day before our extension deadline)

2022

• Filed via Aplos, but even though I put the correct fiscal year, the filing it generated had the wrong one (calendar year), so it was rejected by the IRS. 

• Filed an amended through Simple990.com, which was accepted, but then the IRS sent us a letter saying they have the amended but not the original. I recreated the original and mailed it in around May 14, 2024.

• We received notice that we overpaid federal tax by $227.12 and we received a refund.

2021

• We only needed to file a postcard because receipts less than $50,000

2018-2020

• • INN handled ours through Sept 2021, so we wont need to file til 11/15/22.

  • here are INN's 990s that include our first 3 years.

Due 11/15 every year! You will find this under "to do" items when you login here.

• For 2022 (FY21 filing): I missed the 11/15/22 deadline, however, spoke to OAG on 1/18/23 and they told me that they mistakenly did not have our annual filing loaded in our online account and that they give a 6 month extension, so ours won't be considered late til 5/15/23. I completed the filing on 1/20/23.

• For 2023 (FY22 filing) In May 2024, we filed the last 2 years of reports so now we are up-to-date through FY22 which ended June 2023.

• For 2024 (FY23 filing) will be due November 15, 2024

The annual filings are due on the 15th day of the fifth month following the close of a fiscal year. For example, if a group’s fiscal year ends Dec. 31, the filing is due on May 15. The office does not grant extensions but abides by extensions granted by the IRS. If an organization has requested and received an IRS extension, the Ohio filing will be due on the same date as the IRS deadline.

For organizations planning to solicit within the state, the registration process must be completed prior to soliciting gifts. For new organizations based in Ohio, registration is required within six months of the creation of the trust and prior to soliciting.

The report shall include all of the following:

• A balance sheet;

• A statement of support, revenue, and expenses, and any changes in the fund balance

• The names and addresses of the charitable organizations, fund-raising counsel, professional solicitors, and commercial co-venturers used, if any, and the amounts of money received from each of them, if any.

• A statement of functional expenses that shall include, but not be limited to, expenses of the following categories:

  • • Program;

    • Management and general;

    • Fund-raising.

The attorney general shall accept a copy or duplicate original of a financial statement, report, or return filed by the charitable organization with the internal revenue service. Any consolidated financial report filed with the attorney general shall include information about the parent charitable organization as such and the financial information arising out of the activities of each chapter, branch, or affiliate of the charitable organization in this state that is covered by the financial statement, report, or return filed by the charitable organization with the internal revenue service.

These are due by 1/31 every year!

• Go into Salesforce and export report "EOY Receipts"

• Create a new audience in Mailchimp and name it "EOY Receipts"

• BEFORE importing the contacts to the audience, first go into your new audience and go to:

  • • "settings"

    • "sign up forms"

    • "settings" 

    • "audience fields and *lMERGEl* tags"

    • Add a new "number" field

    • Name it the same name as the name of the column in the spreadsheet that has the total dollar amount of gifts for the year - likely "Total Gifts Last Year"

    • Go to email templates

    • select the template "EOY Receipts"

    • Select the new audience as recipients.

    • Go into body of email where the $ is and right after it click "merge tags" (next to text formatting options) and select the merge tag you created ("Total Gifts Last Year")

    • To double check that the merge fields are populating correctly, enter "preview" mode and toggle on "enable live merge tag info" on the right.

    • Send email

• When you're finished, delete the audience

Ohio Tax Account #93141126

We were mistakenly registered for this tax, but closed the account because we are not liable yet.

We got a confirmation letter of closure on 11/10/21 but then I kept getting delinquency notices and they said the account needed to be canceled for all 3 years. I received a confirmation letter of cancellation on 11/23/22.

I had to do some follow up items:

• Called OAG on 11/30/22 and spoke with them - they are mailing me a lien release paperwork form. I have to fill out and send it in to get the lien on our biz released

• Called the State on 11/30/22 to understand what filing they are asking me to make a filing. I called and confirmed we do not need to file anything because our account was canceled back to its opening, so no filings are due. That that letter was just a general formal letter.

*note: our current employees all reside in Columbus CSD and they have 0% income tax rate for the school district, so we don't have to file this rn.

PAYROLL TAXES

Employee Taxes

• Fed SS

• Fed Medicare

• Fed Income

• OH Income

• COLUMBUS

Employer Taxes

• FED SS

• FED Medicare

• OH Unemployment