How to File Your 2026 Nanny Taxes: W-2, Schedule H & State Forms

You made it through a year of payroll. Nice work! Now it's time to wrap things up and file your household employment taxes.

Don't worry—this is the home stretch, and it's more straightforward than you might think. Here's exactly what you need to do.

First time dealing with nanny taxes? Start with our complete guide to nanny taxes for the basics, or see our nanny taxes overview for a quick reference.

Your 2026 Filing Checklist

Miss the W-2 deadline? Penalties range from $60 to $340 per form, depending on how late you file. So let's not do that.

Step 1: Gather Your Records

Before you start, pull together:

• Total wages paid to your nanny in 2026
• Social Security and Medicare taxes you withheld
• Federal income tax withheld (if any)
• State income tax withheld (if any)
• Your EIN (Employer Identification Number)
• Your nanny's Social Security number and current address

Using NannyKeeper? Good news—this is all calculated and ready to go. Just log in and export your year-end summary.

Step 2: Create the W-2

Every household employee who earned $3,000 or more in 2026 needs a W-2. Here's what goes in each box:

W-2 Has Multiple Copies

You'll distribute them like this:

• Copy A → Social Security Administration (you file this)
• Copy B → Your nanny (for their federal return)
• Copy C → Your nanny (for their records)
• Copy D → Your records
• Copy 1 → State tax agency (if your state requires it)
• Copy 2 → Your nanny (for their state return)

Using NannyKeeper? We generate print-ready W-2s with all the copies. You print, sign, and distribute.

Step 3: File the W-2 with Social Security

You need to submit Copy A to the Social Security Administration. Two options:

Option A: E-file (Recommended)

1. Create a free account at ssa.gov/bso (Business Services Online)
2. Enter your W-2 data or upload a file
3. Submit and get confirmation

This is free, fast, and you have proof of filing. We recommend this.

Option B: Mail Paper Forms

• Must use official red-ink W-2 forms (you can't just print them)
• Include Form W-3 (transmittal form)
• Mail to the SSA—address varies by state

Note: NannyKeeper generates your W-2 data, but you upload it to BSO yourself. We don't e-file on your behalf.

Step 4: File Schedule H

Schedule H is the form where you report all your household employment taxes. It attaches to your personal Form 1040.

For a detailed line-by-line walkthrough, see our complete Schedule H guide.

The Quick Version

Schedule H calculates:

• Social Security + Medicare taxes (your share + employee's share)
• Federal unemployment tax (FUTA)
• Total tax owed

If you made quarterly estimated payments throughout 2026, you'll reconcile them here. The amount you already paid reduces what you owe with your return.

If You Didn't Make Quarterly Payments

You'll owe the full amount in April. For $40,000 in wages, that's roughly $6,162 in total taxes (though $3,060 was withheld from your nanny, so your out-of-pocket is about $3,102).

Use our nanny tax calculator to see what you'll owe.

Step 5: Handle State Filings

Here's where it gets state-specific. Common requirements include:

• State W-2 copy — Most states want Copy 1 filed with them
• State unemployment (SUTA) — Quarterly reports plus annual reconciliation
• Disability/paid leave — Required in CA, NJ, NY, HI, RI, and PR

Each state has different forms, deadlines, and online systems. Find your state's specific requirements →

Using NannyKeeper? We track which state filings you need and remind you of deadlines. You handle the actual filing with your state's system.

Common Filing Mistakes

Wrong Social Security number Triple-check your nanny's SSN. A mismatch creates delays and IRS notices.

Forgetting state filings Filing your federal W-2 doesn't cover state requirements. These are separate.

Skipping FUTA Even if it's just $42, you still report it on Schedule H. Don't skip Part II.

Not keeping records Keep copies of everything for at least 4 years. You'll need them if you're ever audited.

What If You Messed Something Up?

Didn't withhold taxes from your nanny?

You still owe your employer portion (7.65% for FICA + FUTA). You can't go back and take it from your nanny's past paychecks, but you must pay your share.

Didn't make quarterly payments?

File everything now. You'll owe penalties and interest, but filing late is way better than not filing at all.

Made a mistake on a W-2?

File Form W-2c (Corrected Wage and Tax Statement) with the SSA.

How NannyKeeper Helps

If you used NannyKeeper in 2026:

1. W-2s are ready — Print-ready PDFs with all copies
2. Schedule H numbers are calculated — Just enter them into your tax software
3. State requirements are tracked — We tell you what's due and when

If you didn't use NannyKeeper in 2026, you can still sign up for 2027. Next year's filing will be a breeze.

What we do: Calculate taxes, generate documents, send reminders What you do: File the forms with the IRS, SSA, and your state