Hawaii payroll tax and registration guide

Updated September 8, 2023

This article will cover:

• What information OnPay needs from you
• What state and local taxes and filings OnPay handles for Hawaii employers
• Where you can find the tax account numbers needed
• Paying employees in other states?

Why is this important?

The following information requests and registration instructions are required before you can use a payroll provider to run payroll. This is in compliance with state payroll tax regulations. Without this information, OnPay is unable to file or deposit any tax payments for your company, and will not be responsible for any resulting penalties or interest. Note: If this isn't the only state where you have employees, there will be a separate guide like this one for each state where you hire and pay workers. 

Let Middesk handle your state tax registrations (and more)

If you'd like help, our partner Middesk makes hiring employees and staying compliant with every state agency simple and easy.

• Register with every state agency to get the tax IDs you need within minutes
• Stay compliant as you grow by managing agency mail and notices in your dashboard
• Manage your government accounts in one place on Middesk's intuitive platform
• Foreign Qualify with the Secretary of State to create payroll tax accounts 

Learn more about Middesk→

What information OnPay needs from you

What state and local taxes and filings OnPay handles for Hawaii employers

Where you can find the tax account numbers needed

If you are an existing employer who has previously run payroll in Hawaii, you likely already have the IDs and online accounts needed for OnPay to process your tax filings. 

If you are a new employer in Hawaii, you will need to register your business with the Hawaii Department of Taxation and the Hawaii Department of Labor. This must be completed for OnPay to be able to file and pay your Hawaii taxes.

Withholding Tax Account Number

Existing Hawaii Employer: 

You can find your Withholding Tax Account Number on the Withholding Tax Return (Form HW-14)

New Hawaii Employer: Register with the Hawaii Department of Taxation 

• Click here to register your business
• Click on “Get started” and follow the prompts.
• The registration process can take 2-3 days.
• You will need to register with this department if you have employees who live and work in Hawaii or for any employees who calculate Hawaii withholding taxes regardless of where they live/work. If your business is located outside of Hawaii, but your employees work or live in Hawaii, you will likely need to register with this agency.

Unemployment Account Number, Unemployment Tax Rate, and Employment Training Fund Assessment Rate

Existing Hawaii Employer: 

• You can find your Unemployment Account Number on the Contribution Rate Notice or Quarterly Wage Report (Form UC-B6).
• Your Unemployment Tax Rate can be found in the contribution rate box of the Tax Rate Notice. 
• Your Employment Training Fund Assessment Rate can be found in the assessment rate section of the Tax Rate Notice.

New Hawaii Employer: Register with the Hawaii Department of Labor

• You can click here and follow the instructions to register your business.
• You should receive your unemployment number and contribution rate about two weeks after registering. 
• You will need to register with this department if you have employees that work in Hawaii. If your business is out of the state, but some of your employee's primary work location is in Hawaii, you will likely need to register with this agency.
• New employers generally have a rate of 4.0% for SUTA (this includes a 0.01% E&T assessment) with a wage base of $56,700.

Paying employees in other states?

If you operate in multiple states or just have employees working from home across a state line, it's important to file the correct state forms for those workers. See what forms we file in the states where you pay employees.

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