Business Tax Forms and Information

Please send in all extensions, Federal 1065, 1120,1120S forms as well as supporting schedules and K-1 forms. Please be sure to include a statement of state and local taxes based on income. Including all of these forms reduces delays with the filing of your return.

At the end of January of each year, tax forms are mailed to registered residents and businesses of the Village. If you do not receive a form by mail, it is still your responsibility, whether individual or business, to file a tax return.  All Forms are at the bottom of this page.

Forms are on this website and available in the tax office of the Municipal Building 8:30 AM – 4:30 PM Monday through Friday. You may e-mail us requesting a tax form.  If you do not receive a form by mail, it is still your responsibility, whether individual or business, to file a tax return.

Extension requests should be filed before the due date to avoid failure to file notices being mailed. An extension (federal or otherwise) is only for filing the return not payment of tax due. Tax estimated to be due must be paid by the April 15^th due date to avoid penalty and interest charges.

All businesses must file an annual tax return even if no tax is due until account is inactivated via a written request to the Tax Department.  Inactivation can be due to business sale, closure, merger, or move out; written request to inactivate must include reason, date, and contact information of business owner.  Businesses with employees working in the Village of Fairfax must submit an Annual Reconciliation of Withholdings form, and all employee W-2’s, as well as Local Data naming other cities for which taxes were withheld. The W3 & W2’s and any 1099 Misc. forms issued for work done in the Village of Fairfax must be submitted by the end of February.  Employers with over 20 employees are requested to electronically file using provided EFW2 formatting.  See the document section below.

Quarterly payments of estimated tax are required if the anticipated amount due is $200 or more.

1st quarter due on April 15th

2nd quarter due June 15th

3rd quarter due September 15th

4th quarter due December 15^th (Net profit)

4th quarter due January 15^th (Individual) of the following year.

Fiscal years change accordingly.

The total estimated tax paid by January 15th must equal the amount of tax paid the previous year or equal 90% of total due for the current tax year to avoid penalty and interest for late payment of estimated tax.

Amounts under $10.01 will not be collected or refunded.  The $10.01 de Minimis threshold does not apply to amounts required to be withheld by employers. Refunds can take up to 90 days to process.

Lottery and gambling winnings are taxable – no minimum. Gambling losses may not offset gambling winnings unless the taxpayer is a professional gambler per IRS regulations.

Beginning with losses incurred in 2018, a net operating loss may be carried forward for 5 years. For losses incurred in tax years 2018, 2019, 2020, 2021 and 2022, only 50% of the carried forward loss may be deducted in each subsequent year.

File either Monthly or Quarterly. Semi-Monthly is not required unless your company chooses to. Please be aware if your company elects Semi-Monthly filing, it will be held to the penalty and interest requirements for that frequency of filing. Unpaid Withholding Tax has a penalty equal to 50% of the amount not timely paid.  This penalty applies to any part of a month past due.

If withholding amount is $2,400 or more in the immediately preceding calendar year, or more than $200 in any one month of the preceding calendar quarter, file monthly – due date is the 15th day of the following month. All employers not required to file monthly, file quarterly – due date is the last day of the month following the end of the quarter.

Details are located in Ordinance No. 45-2019 Section V.052

Unpaid or late payment of estimated tax and/or income tax, the penalty rate is 15% of the amount not timely paid by January 15 of the following year. “Late filing” of tax returns shall be charged a monthly rate of $25 for each return not filed or filed late. The penalty shall not exceed $150 assessed on each return.

Unpaid Withholding Tax has a penalty equal to 50% of the amount not timely paid.  This penalty applies to any part of a month past due.

Interest rate for 2025 interest rate is 10% per annum (0.833% per month);

Interest rate for 2024 interest rate is 10% per annum (0.833% per month);

Interest rate for 2023 interest rate is 7% per annum (0.583% per month);

Interest rate for 2022 interest rate is 5% per annum (0.416% per month);

For a tax year beginning on January 1, 2024, the interest rate to be applied to unpaid estimated tax, unpaid income tax, and unpaid withholding balances is 10% per annum. This rate is being published in accordance with Ohio revised code 718.27 (f). This rate is effective from January 1, 2024, through December 31, 2025, and does not apply to tax balances for any prior years, regardless of when they are filed. This is in accordance with the Village of Fairfax Tax Ordinance 45-2019 section x.

This is not an appearance order/subpoena for Mayor’s court however, it can lead to a warrant for Mayor’s Court being issued if not addresses.

An appearance order/subpeona is for you to appear in the tax department with tax documentation and is the first step in the legal process.

If you have filed a Federal Extension, submit it to the Tax Department so late filing notices can be inactivated.

If you received an appearance order/subpoena and have already sent in your information, please call to ensure all documentation was included with your return and it has been received.

If you received an appearance order/subpoena and forgot to file call (513) 527-6506 or email [email protected], to set an appointment if you are unavailable the date of the appearance order/subpoena.  The Tax Department will work with you to complete the filing.

Ignoring attempts by the Tax Department to contact you to file, or pay, Village taxes can result in a warrant being issued for you.  See Ordinance 45-2019 Section XXV for more information.

Tax Ord 21-2017 with Tax Code

Ordinance 32-2015

Amending 51-2008 Ordinance 34-2011

Ordinance 51-2008

Ordinance 10-2004