We recently received notice that Indiana will be requiring all employers who submit more than 25 withholding statements to submit the WH-3 and W-2s electronically. This is effective 7/1/10 and applies to all withholding statements filed after 12/31/10. We did call the Indiana Department of Revenue (IDR) to ask if this applies to withholding on non-resident shareholders and filings of WH-18s. They said that, yes, this applies for all entities that file more than 25 withholding forms, whether they be W-2s or WH-18s. If the entity files more than 25 withholding forms, they will be required to file those forms and the WH-3 electronically for all filings after 12/31/10. 

Here is the info per the IDR website: 

Effective July 1, 2010, any employer that files more than 25 withholding statements in a calendar year is required to file the annual WH-3 and its employees’ W-2s electronically. This new law (IC 6-3-4-16.5) applies to withholding statements filed after Dec. 31, 2010.

There are a couple ways you can electronically file your WH-3 and W-2s:

INtax - You can use INtax to manage your Indiana sales and withholding taxes online. It gives you 24/7 access to your business tax records and lets you file and pay online right up to the last minute. Many taxpayers currently using INtax are highly satisfied with it. In fact, 93 percent of INtax users recently surveyed said they would recommend INtax to others.

To register, please visit http://www.intax.in.gov/

Bulk File Upload - The bulk file upload is a system for uploading electronic files containing tax return data to the Department of Revenue’s systems. Bulk file upload submitters must be preregistered and certified to use the system. This is the Department’s preferred method of electronic filing if a company has 500 or more employees.

For more information, please visit www.in.gov/dor/4002.htm You may also contact the Department at (317) 233-5656 or IDORB2BSupport@dor.IN.gov