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?
For employers who pay employees in Hawaii, use this guide to learn what’s required to start running payroll while keeping compliant with state payroll tax regulations. Without this information, OnPay will be unable to file or deposit any Hawaii tax payments for your company. Any penalties and interest that accrue from missed tax payments will be your company’s responsibility.
What information OnPay needs from you
Use this checklist to make sure you’ve covered everything required to set up your account as a Hawaii employer so OnPay can accurately file and pay taxes on your behalf:
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✔ |
To do: |
What is this? |
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Make sure your business is registered with the Hawaii Department of Taxation |
Allows your business to file and pay taxes in Hawaii |
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Make sure your business is registered with the Hawaii Department of Labor |
Allows your business to pay required unemployment insurance in Hawaii |
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Provide OnPay with your Hawaii Tax ID and deposit schedule |
The employer identification number issued by the Hawaii Department of Taxation |
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Provide OnPay with your Hawaii Unemployment ID |
A 7-digit number unique to your account with the Hawaii Department of Labor |
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Provide OnPay with your Hawaii Unemployment (SUI) Rate |
A tax rate you receive annually from the Hawaii Department of Labor |
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Provide OnPay with your Employment Training Fund Assessment Rate |
A tax rate you receive annually from the Hawaii Department of Labor |
What state and local taxes and filings OnPay handles for Hawaii employers
OnPay handles the filing of all state and local taxes for businesses in Hawaii, including:
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Type of Tax |
Form ID |
Form Name |
Frequency |
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Withholding |
Form VP-1 |
Tax Payment Voucher |
Semi-Weekly, Monthly, Quarterly |
|
Form HW-14 |
Quarterly Withholding Return |
Quarterly |
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Form HW-30 |
Employer’s Annual Transmittal of Hawaii Income Tax Withheld from Wages |
Annual |
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Form HW-2 |
Statement of Hawaii Income Tax Withheld and Wages Paid |
Annual |
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Unemployment |
Form UC-B6 |
Quarterly Wage, Contribution and Employment and Training Assessment Report |
Quarterly |
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Other |
New Hire Report (Filing) |
Report of New Hires |
As required |
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. 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.
- 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.
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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