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Division of Taxation
Frequently Asked Questions

ANNUAL REPORTS

Q. Where do I send my Annual Report?

A. Commencing calendar year 2005, all annual reports must be filed and paid online. You will need 3 pieces of information to file your annual report. They are: 1) NJ 10-digit ID number, 2) type of entity (domestic profit, non-profit, foreign profit, etc.), and 3) month and year formed or authorized in New Jersey (mm/yyyy). This information is found on the annual report filing notice you will receive approximately 3 months before the report due date. If you misplace your notice, you can obtain the information by ordering a status report (for a $5 fee) either online or by calling 609.292.9292.

Q. Why can’t I get past the first screen of the online annual report system? I keep getting messages that say the information I entered is inaccurate, or the system tells me that there is problem with the business status. What should I do?

A. There are several items that you may need to check. First, make sure you enter all of the information in the requested format. For example, enter your ten-digit ID without dashes or spaces and enter the month/year of formation/authorization with the two-digit month followed by a slash and the four digit year.

If you used all the correct formats and still receive messages regarding inaccuracies or business status problems, then verify the information on file for your business. You can obtain the information by ordering a status report for a $5 fee either online or by calling 609.292.9292.

If your business is revoked or voided, you will need to reinstate it. Access to the online reinstatement service begins with the annual report filing.

Q. The Internet shows that I owe more than 1 year but I paid some of the amount shown as outstanding as part of my corporation business tax return. Do I have to pay the full amount shown?

A. We strongly recommend that you file and pay the amount shown. With few exceptions, our file is accurate. Filing/paying will ensure timely updating of your file and also ensure your business will not be revoked for failure to comply with the reporting requirement. Once you have filed/paid, follow the instructions listed on the Internet system to request a file review and refund of any annual reports you feel were doubled billed. We will research your account and, if appropriate, ask the Division of Taxation to refund any overpayments.

Q. I do not own a computer. How do I file my annual report?

A. You may wish to explore some options of which you may not have been aware. Every public library in NJ has computer terminals for customer use. The libraries have staff to help you use the computers. You may file and pay your annual reports using these public access facilities. If you do this, remember to close the Internet browser you used to clear the cache to protect your information. If it is more convenient, you can ask to use another person’s computer – a trusted friend or relative,. Of course you can opt to use a trained professional, such as an accountant or attorney, to file for you. It should take no longer than 10 to 15 minutes to file a report, providing you have the notice we sent. If you misplace your notice, you can obtain the information by ordering a status report for a $5 fee either online or by calling 609.292.9292.

Q. I do not like putting my financial information over the Internet; can I pay by mail?

A. We cannot accept paper checks/money orders for annual reports. Please note that we utilize encryption/security technology on all of our electronic payment sites.

Q. I lost my notice and I do not have the information needed to file the annual report?

A. If you misplace your notice, you can obtain the information by ordering a status report for a $5 fee either online or by calling 609.292.9292.

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APOSTILLES

Q. What is an Apostille?

A. An Apostille is a type of certification used to authenticate the identity and commission of a Notary Public when a document is notarized for international use.

Countries that are parties to the international treaty signed at the Hague use the Apostille for international document exchange. All other countries use an alternate form of certification. While both accomplish the same goals, the wording is different.

Q. How do I obtain an Apostille?

A. In order to obtain an Apostille, the ORIGINAL notarized document must be submitted to our office. Go to the Business Gateway web site for the procedures, fees and addresses that apply to all requests for Apostilles. Look under the heading “Commercial and Other Filings.”

Q. What is the fee for requesting an Apostille/Certification?

A. The fee is $25.00 per document for most work. However, the fee is only $5.00/document for transactions involving adoption related Apostilles. The customer must indicate that the Apostille is needed for an adoption in their cover letter in order for us to process the work at this lower fee. Please make your check payable to the "Treasurer, State of New Jersey". For your own protection, please do not send cash in the mail. Expedited service available for Apostilles at the price of $15.00 per document. The expedited fee is in addition to the certification fee.

Q. Can I wait for my work?

A. We now offer one hour and two hour expedited services. Please see below for our service options as well as fees:

Service Options:

Processing Type
Fee
Fee for Adoption
Processing Time (excludes mail-in-time)
Regular Processing $25.00 per certificate $5 per certificate Typically 15 business days from date of receipt. This time frame is not guaranteed and may be longer based upon the number of requests received.
Next day-Expedited $40.00 per certificate ($25 plus $15 expedited fee) $20 per certificate 8.5 business hours from date/time of receipt
Two-Hour Expedited $525.00 per certificate $505 per certificate 2-hours of receipt (must be submitted over-the-counter by 2:15)
One-Hour Expedited $1,025.00 per certificate $1,005 per certificate 1-hour of receipt (must be submitted over-the-counter by 3:15)



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COLLECTION AGENCY BONDS

Q. Do I need a Collection Agency Bond?

A. Anyone who is operating a collection agency or is in the business of collecting or receiving payment for others of any account, bill, or other indebtedness must annually file a Collection Agency Bond Application. The application will attest that a $5,000 bond has been filed with the State of New Jersey as required by statute.

When submitting the application, a finance statement from the surety company and an executed Power of Attorney form establishing the Attorney-in-Fact as the Surety's authorized legal representative must be attached. The fee for processing these documents is $25.00. Remember when filing, that two witnesses other than the principal are required for each signature. Once the application is reviewed by the Attorney General's office, the registration of the bond will be mailed to you.

Go to the Business Gateway web site for the procedures, fees, and addresses that apply to all requests for collection agency bonds.

Q. Has my collection agency bond (CAB) been processed?

A. Our staff will perform a look up. Call 609.633.8258.

Q. What is the fee for submitting a Collection Agency Bond?

A. The application fee is $25.00. Please make your check payable to the “Treasurer, State of New Jersey”. For your own protection, please do not send cash in the mail. There is no expedited service available for CABs.

Q. How often do I have to renew my bond?

A. Collection Agency Bonds must be renewed each year. The bondholders are responsible for the timely renewal of their bonds. There is no expedited service available for CABs.

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COPIES of RECORDS

Q. How can I get a copy of a company’s charter documents including articles of incorporation/formation, annual reports and amendments?

A. Visit the Business Gateway web site at www.nj.gov/njbgs, and select the option “obtain copies of public records” under the “I want to” column. This will explain the procedure for requesting a document, what types of documents are available, as well as costs and delivery options. Please remember that all documents are returned via first class mail. Even though you may FAX in a work request, the Records Unit cannot FAX completed work back. Also, all work requests received via FAX are considered expedited and the statutory fee of $15 per request will be assessed.

Q. What are the fees involved?

A. The fees for corporate work are $0.10 per page plus an expedited fee of $15.00 if appropriate. The expedited fee for an LLC is $25.00.

Q. What is the address for requesting standard service?

A. Send your request to the Division of Revenue, Records Unit, PO Box 450, Trenton, NJ 08646.

Q. Can I use a courier Service such as Fed Ex to send my request for copies?

A. Yes, you may use a courier service. However, please DO NOT use express mail from the US postal service. This type of mail is not delivered directly to our building and therefore must be forwarded to us via the State’s interoffice delivery system. While this system is reliable, its use typically adds several work days to the delivery time. You may send courier mail to: Division of Revenue, Records Unit, 33 West State Street, Trenton, NJ 08608.

If you would like your work returned via a courier service, please provide a return airbill listing you as both the sender and recipient. The office cannot assume any liability once the work leaves our office. Any airbills listing the Division of Revenue as the sender will not be honored.

Q. Can I wait for my work?

A. We do not offer same day service for photocopy work.

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COURIER SERVICES

Q. Is there a courier service I should not use?

A. Yes. Please do not use express mail from the U.S. Postal Service. This type of mail is not delivered directly to our building and therefore, must be forwarded to us via the State's interoffice delivery system. While this system is reliable, its use typically adds several work days to the delivery time.

Q. I sent my package in by an express courier but have not received my
documents back even though it has been three days. What should I do?

A. First, make sure you paid for expedited service ($15 extra per request). If you did not pay the expediting fee, your work will be treated as a regular mail request and be processed on average 10 - 15 work days following receipt. If you paid the expedited fee, make sure you enclosed a completed self-addressed return airbill listing you as both the sender and recipient. If you did not include a completed airbill listing you as both the sender and recipient, your work will be returned to you via first class mail. In this case even though we will have completed the work within the expedited time frame, it may still take up to 10 working days for the mail to reach you.

Q. How do I complete an airbill?

A. In order to avoid delays, you should complete the airbill listing you as both the sender and receiver. Please note the tracking number so that you may contact your courier service to track your package. Our office does not track packages. Please make sure the billing information is properly completed. The State cannot assume billing or delivery responsibilities for any incorrectly completed airbills. If we identify an incorrectly completed airbill, we will return the package via first class mail. We will not maintain the airbill.

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EMPLOYER FILINGS - (NJ927, NJ927W & WR-30)

Q. If I use a payroll company, where will my forms be sent?

A. Unless you have designated your payroll company to receive these types of mailings, they will be mailed to your business.

Q. What happens if I change payroll companies?

A. The NJ Division of Revenue operates a tape exchange program with payroll companies. Payroll companies will notify the Division of Revenue of the changes (additions and deletions) to their client base through this program.

Q. What are the due dates?

A. First Quarter - April 30th, Second Quarter - July 30th
Third Quarter - October 30th, Fourth Quarter - January 30th

Q. How do you complete the return if an employee is waiving disability for religious reasons? If the employee is not including disability in their wages, does the employer have to show these wages in line four? If so, how will the return balance to the WR-30?

A. The employer should send a letter to the NJ Department of Labor, Division of Employer Accounts, PO Box 076, Trenton, NJ 08625, identifying the employees by SS number, who are waiving disability for religious reasons. All employees claiming this must have an affidavit on file with Labor's Disability Section. The employer that has this situation will complete the NJ927 with what they believe to be the correct amount. It will be verified, and if necessary adjusted, by Labor.

Q. How should we complete the NJ-W2 for private disability plans? What does the employee have to show? What does the employer have to show? E.g. plan number, contributions.

A. Please include on the W-2 FEIN, Plan #, Contributions paid for that individual.

Q. What amounts are reflected on Line 9, 'Total Payments & Credits'?

A. All payments made and credits for the quarter should be reflected. This includes EFT and any other payment made for both employer withholding or UIDI contributions

Q. If I send in a check with my return, does this mean that the amount on Line 11, 'Balance Due' is zero?

A. No. The check amount should equal the amount reflected on Line 11, 'Balance Due'.

Q. For the 927 return, would it be possible for us to show the deposit for the last month of the quarter as already having been paid? (The Balance Due line would equal zero.)

A. Yes, if it has already been paid.

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LEGAL NAME CHANGES

Q. Where do I send my paperwork?

A. The address is Division of Revenue, Notary Unit, PO Box 453, Trenton, NJ 08646.

Q. What is the fee for submitting a legal name change?

A. The application fee is $50.00. Please make your check payable to the “Treasurer, State of New Jersey”. For your own protection, please do not send cash in the mail. You must submit the original Court Order Decree (with raised seal) plus an additional copy. The original will be returned to you. Finally, you must include a self-addressed stamped envelope. There is no expedited service available for Legal Names Changes.

Q. How do I get a certified copy of a legal name change?

A. You may obtain a certified copy of your legal name change by writing to the Division of Revenue, Notary Unit PO Box 453, Trenton, NJ 08646. The fee for a certified copy is $25.00. Please make your check payable to the “Treasurer, State of New Jersey”. For your own protection, please do not send cash in the mail. There is no expedited service available for this service.

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NOTARIES

Q. How do I get a Notary application?

A. You can download a Notary application from the Business Gateway web site. Look under the “I want to Section”. If you prefer, you may write in for an application. The address is Division of Revenue, Notary Unit, PO Box 452, Trenton, NJ 08646. Please allow 2 to 3 weeks to receive your application.

Q. What is the fee for becoming a Notary?

A. The application fee is $25.00. Please make your check payable to the “Treasurer, State of New Jersey”. For your own protection, please do not send cash in the mail.

Q. How do I obtain a duplicate commission?

A. You may obtain a duplicate commission by writing to: Division of Revenue, Notary Unit PO Box 452, Trenton, NJ 08646.The fee for a duplicate commission is $1.00. Please make your check payable to the “Treasurer, State of New Jersey”. For your own protection, please do not send cash in the mail.

Q. I’ve changed my name and/or moved. What should I do now?

A. If you change your name for any reason, or move, you must file a change of name/address with the Division of Revenue, Commercial Recording Bureau. The form can be downloaded from the Business Gateway web site. Go to the Commercial Recording section on our forms page. From here, you will be able to select the change form.

The fee for changing the name and/or address is $25.00. If you would like a new commission showing the corrected information, the fee is $26.00. Your check should be payable to the “Treasurer, State of New Jersey”. For your own protection, please do not send cash in the mail. You may request expedited treatment for an additional fee of $15.00. If you select this option, please be advised that the 8.5 hour turn-around time does not include mailing time.

Q. How do I know if the notary is in good standing?

A. This will require a look up by staff. Call 609.292.9292.

Q. What is my commission number?

A. This will require a look up by staff. Call 609.292.9292.

Q. What is the expiration date of the commission?

A. A notary commission is valid for a period of 5 yrs. An exact date requires a manual look-up. Call 609.292.9292.

Q. I would like information on a specific notary?

A. The Division will provide information about a specific notary, with the exception of an address only upon a written request. The Division requires an original signed request.

Q. If I have a DUI, other traffic violation or have been charged with misconduct, can I still be a notary?

A. We recommend that you complete the application and attached a very detailed explanation surrounding your arrest and conviction. The application will be reviewed by the Office of the Attorney General on our behalf. The Notary Unit will advise you if your application can be accepted.


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Last Updated: Wednesday, 09/04/13


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