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How to Manage State Taxes With Justworks Payroll
Justworks Payroll is able to file and remit state taxes on your company’s behalf, so you can focus on running your business. To make sure these tax filings can happen on time and accurately, you will need to complete a few steps first.
Below, you’ll discover what action is needed on your side to ensure Justworks Payroll can manage your company’s state taxes.
How Are State Taxes Handled?
Justworks Payroll relies on the information entered for companies’ state tax accounts, such as employer identification numbers and tax rates, to accurately and timely remit funds, file returns, and respond to tax notices.
In order for Justworks Payroll to file and remit state taxes on behalf of a customer, two key items are needed:
- The company’s state tax account details
- Third Party Admin (TPA) access granted to our team for managing the state tax account
If either of the items listed above are missing from your company’s account, Justworks Payroll will be unable to complete your company’s state taxes, as we would not have the necessary access from the State to complete filings on your company’s behalf. The next section will cover how to ensure these details are on file so your company’s taxes are completed on time.
How to Enter State Tax Information
During a company’s onboarding process, you can enter the company’s state tax account details by clicking the ‘Start’ button in the ‘Manage your company tax information’ task listed on your Dashboard.
This task will reappear on your Dashboard whenever you add an employee in a new state so that you can easily enter tax information for that state. As a note, you will need to have state tax accounts set up for any state your company has W-2 employees working out of.
Screenshot showing the 'Manage your company tax information' task on the Justworks Payroll Dashboard.
From there, you will be able to enter and save the applicable state tax account numbers and rates. For help locating this information, you can click into the relevant state link on this page.
If you need to add or edit state tax account information after you’ve completed your company’s onboarding, you can navigate to Compliance in the left side menu, under Company Settings, and click into the applicable state.
Screenshot showing the Compliance page where an admin can find their company's tax information.
On the state page, you can click the ‘Edit’ button to make any necessary changes to the information on file.
Registering for State Tax Accounts
To receive state tax account details, you will need to first have registered with the State. Once you’ve applied for state tax accounts, the State will process the request and issue your account information. You can see what the registration process would involve by going to this page and clicking into the applicable state.
If you’d like Justworks Payroll to complete state tax account registration on your company’s behalf for an additional fee, you can reach out to our team at support@payroll.justworks.com with this request. Our state tax registration service allows our team to seamlessly receive both your company’s state tax account details and the applicable TPA access directly from the State.
If you have submitted your company’s state tax account registration and are waiting to receive the account details, you can still move forward with your company’s account setup by checking off the ‘I don’t have all of this information’ box, then ‘Yes’ for having applied for state tax accounts already.
Screenshot showing the 'Yes, I have already applied for NY state tax info' box checked off.
Please note that you will need to enter your company’s state tax account details as soon as they are received, as our team will not be able to file on your company’s behalf without this information, and your company would be responsible for any fees associated with late quarterly filings.
Granting Justworks Payroll TPA Access
The process for granting Justworks Payroll TPA access to your company’s account varies by state. For some states, simply providing your company’s account information is sufficient. For others, you will need to take action within the account to allow access for our team.
If further action is needed on your side, you will receive an email from our team outlining the steps specific to the state in which your company has an account. More details on TPA access by state can also be found on these state-specific resources.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for accounting, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.