Prepare State Income Tax Forms

For US Resident and Nonresident Individuals

A couple preparing their state income tax return together at home.

How Do I Prepare My State Income Tax Forms?

Preparing your state income tax return can feel daunting, especially since each state has its own forms and requirements. However, you can confidently navigate your state tax return by breaking the process into clear, manageable steps. This guide provides an overview of the steps required to prepare your state income taxes, building on the information from your federal return.

1. Start with Your Federal Tax Return

Your federal tax return is the foundation for your state income tax return. Many states use information from IRS Form 1040 to calculate state taxes, including:

  • Social Security Numbers.
  • Adjusted Gross Income (AGI).
  • Deductions and credits.
  • Taxable income.

Before you begin your state return, ensure your federal return is complete and accurate. Keep a copy handy, as you will frequently reference it.

2. Gather State-Specific Documents

In addition to your federal return, you may need a few more documents tailored to your state tax return. You won't have to recreate complex forms such as itemized deductions and business profit and loss. However, you may need to adjust federal form totals when asked. Gather these and any other documents you need:

  • Previous year's state income tax return.
  • W-2s and 1099s showing state income tax withheld.
  • Receipts for any state-specific deductions or credits.
  • Property tax statements or tuition payments (if applicable).

If you have last year's state income tax return, skim the forms and any records you have from last year to help identify additional documents you will need. Place copies of your current-year records and notes in a folder so that you can refer to them again next year.

3. Determine Your Residency Status

The state tax forms you prepare will vary based on your residency status during the tax year. Also, remember that if you earned income from more than one state, you may need to prepare a tax return for each state. States typically classify individual taxpayers as:

  • Residents: Individuals who have lived in the state all year.
  • Part-Year Residents: Those who moved into or out of the state during the year.
  • Nonresidents: Individuals who earned income in the state but did not live there.

Have a tax residency status in mind before you begin to select state income tax forms. Find and review your state's specific definitions and residency requirements for tax purposes. Such information can be found inside the main state tax form instructions.

4. Print Your State Tax Forms

You can download and print the most common state forms and schedules from the sidebar on our website. Print all state tax forms at their actual size, single-sided, and on plain white paper to ensure clarity.

  • Open the forms in Adobe Acrobat Reader to enter data and print.
  • Become familiar with your printer settings.
  • Ensure that you have an extra black ink cartridge on hand.
  • Print at the actual size and turn off any shrink-to-fit settings.
  • Ensure your printer settings show 300 DPI or better.
  • Use good-quality paper to ensure the forms are clear and easily handled and scanned by the state treasury department.

Test print a page or two to ensure all information fits correctly and no data is blurry, cut off, or misaligned. You do not need to print your forms in color. Black and white printing is acceptable as long as the tax forms are legible.

All of the state income tax form pages above are also accessible from the sidebar.

5. Fill Out and Assemble the State Forms

When preparing your first draft, using a pencil is a good idea so that you can make corrections quickly. This is when you will want to compare your forms and entries to the previous year's state income tax return.

  • Save Notes: If a section of the instructions is confusing, print the section, write down what you found confusing, and describe how you interpreted it. Keep this information with a copy of your tax return for future reference.
  • Final Version in Ink: Once ready to complete your final version, use black or blue ink. Avoid using colors like red or green, as they may not be readable by form scanners.
  • Fill Out All Required Fields: Be sure to complete every required field. Leaving blanks can result in a delay in processing or rejection.
  • Attachment Sequence: Look for the attachment sequence number printed in the upper right-hand corner of each supporting form or schedule. This number indicates the correct order in which you are to stack the state forms.
  • Attach Means Assemble: When the instructions say to attach forms, they generally mean to assemble the forms in the correct order. Do not staple or paper-clip them together unless the instructions say so.

Keep the forms and supporting documents loose and free of wrinkles or folds so the state can quickly scan and process them. Look for a section in the state instructions with a heading like Assemble Your Return for any specific assembly requests by your state. Some states require you to submit your W-2 and 1099, while others do not. You may also have to include a copy of your federal income tax return.

6. Sign and Date the Forms

Remember to sign and date your state tax return. If your filing status is Married Filing Jointly, both parties must sign. An unsigned return is not considered valid and could result in processing delays or penalties.

7. Locate the Correct Mailing Address

After completing your state tax return, use the mailing address provided in the form instructions booklet. The mailing address depends on your state of residency and whether or not you are including a payment.

8. Mail Your State Tax Return

Remember to assemble all required schedules in the proper attachment sequence. If you are enclosing a check with a payment voucher, add both loosely to the top of your stack of forms (front of your tax return). Do not staple or paper clip your check and payment voucher.

Consider sending your state tax return with one of the US Postal Service tracking options such as certified mail, return receipt, or certificate of mailing. Certified mail is signed by the receiver, and a return receipt is signed by the mail carrier upon delivery. Tracking options provide proof that the state received your tax return.

Regardless of the US Postal Service that you use, ensure the date stamp on your receipt is legible. If your return is received late, the state may require you to email or fax a readable copy of the date stamp.

You've Got This!

Preparing your federal income tax return is much more complicated than completing your state tax return. Many individual taxpayers will just need their property tax statements for the year to add to the mix. Things get tricky when you must prepare a tax return for multiple states.

Remember to use black or blue ink, check the attachment sequence, and mail to the correct address to avoid processing delays. If you need additional help, consider contacting an income tax professional or consulting the state's treasury website for further instructions.

Last updated: November 19, 2024

Income Tax

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