WEB FILING INSTRUCTIONS
Who must file —
Employers and payers who issue Kentucky withholding statements W-2, W-2G, or 1099 must report the statements to the DOR in an electronic file or file Form K-5.
Those who issue 26 or more Kentucky withholding statements are required to submit an electronic file or file Form K-5 by selecting the submit electronically button.
Electronic filing is preferred for all taxpayers to expedite processing and reduce errors. For more information on filing electronically, please call (502) 564-1900 and select Option 3.
When and where to file —
The withholding statement information must be reported to the DOR on or before January 31 of the following year, or the next business day if the due date falls on a weekend or legal holiday.
The completed Form K-5 may be submitted online or printed and mailed to the DOR. The option to print and mail is only an option available for those reporting fewer than 26 withholding statements. The printed Form K-5 should be printed in color and mailed to:
K-5 Processing, P.O. Box 181, Station 57, Frankfort, KY 40602.
Note: When printing the form to submit by mail, a barcode will print at the bottom of the form. This barcode is used by DOR to process the form more accurately and efficiently.
Tax year — Select the correct tax year for the withholding statements being reported.
The K-5 Filing Portal — A KOG user account (email address and password) is required to log into the online K-5. The KOG user account provides added security and the ability to save an incomplete K-5 up to 90 days.
Employer or payer account information — Enter the Kentucky withholding account number, Federal Employer Identification Number (FEIN), business name, and mailing address.
Part I — Kentucky withholding statement code and totals — Select the Withholding Statement Code using the key below for the type of form being reported. Also enter the total number of Kentucky Withholding Statements, the total Kentucky wages or payments, and the total Kentucky income tax withheld. The totals entered in Part I must match the sum total of amounts entered in Part II before the Form K-5 may be submitted online.
Withholding Statement Code Key:
Complete a separate Form K-5 for each form type—W-2, W-2G, 1099-R, 1099-MISC, or other 1099's.
Only report Forms 1099 when Kentucky tax has been withheld.
Part II — Kentucky withholding statement information — Enter the following for each Kentucky withholding statement: Taxpayer Identification Number (Social Security Number or FEIN), Employee or Payee Last Name or Entity Name if reporting a FEIN (up to 9 characters), Kentucky Wages or Payments, and Kentucky Income Tax Withheld.
Only report Kentucky withholding statements — Do not include statements for other states. This form will be reconciled with your annual reconciliation, Form K-3 or K-3E, and payments remitted.
Enter the following for each statement:
W-2 — Enter box 16, Kentucky State Wages, Tips, or Payments as Kentucky State Wages or Payments and box 17 for Kentucky income tax withheld.
W-2G — Enter box 14, Kentucky winnings, as Kentucky State Wages or Payments and box 15 for Kentucky income tax withheld.
1099-MISC — Enter box 18, Kentucky Income, as Kentucky State Wages or Payments and box 16 for Kentucky income tax withheld.
1099-R — Enter box 14, Kentucky Distribution, as Kentucky State Wages or Payments and box 12 for Kentucky income tax withheld.
Form W-2C, Corrected Wage and Tax Statement — Corrections can only be made via paper and should be reported by filing Form W-2C, not Form K-5.
Signature of Taxpayer or Preparer — Electronic signature by the Taxpayer or the Preparer is required in order for Form K-5 to be submitted online or printed for filing.
How to submit — Once all required fields are completed the option to "submit electronically" will be made available. The "print to file" option will only be made available to those reporting less than 26 statements.
The "submit electronically" option is the preferred filing method. This option it is a secure and efficient means of reporting Kentucky withholding statements to the DOR.
If the "print to file" option is selected, the form will print in color with a barcode at the bottom of each page. The barcode is used to process the form accurately and efficiently. Mail printed forms to:
W-2 Processing, Station 57, 501 High Street, Frankfort, Kentucky 40601.
Save a copy — Select "Save a copy" or "Print and Save" to retain a copy for your records. Do not send paper copies of Forms W-2, W-2G, or 1099 to the DOR. Retain a copy of the completed Form K-5 and the paper withholding statements for your records and only provide copies upon request.