Updated September 12, 2023
This article will cover:
- What information OnPay needs from you
- What state and local taxes and filings OnPay handles for New York employers
- Where you can find the tax account numbers needed
- Learn about state disability insurance required for NY employers
- 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.
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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
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What information OnPay needs from you
Use this checklist to make sure you’ve covered everything required to set up your account as a New York 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 New York Department of Labor |
Allows your business to pay required unemployment insurance in New York. Registering with the Department of Labor will also automatically register you with the New York Department of Taxation |
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Provide OnPay with your New York State ID Number and deposit schedule |
The employer identification number issued by the state. In New York this number is typically your federal EIN followed by 00. |
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Provide OnPay with your New York Unemployment Insurance Employer Registration Number |
A 7- or 8-digit number unique to your account with the state |
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Provide OnPay with your New York Unemployment (SUI) Rate |
A tax rate you receive annually from the state of New York |
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Make sure you are set up with state disability insurance (SDI) coverage for New York |
SDI is required in New York state |
What state and local taxes and filings OnPay handles for New York employers
OnPay handles the filing of all state and local taxes for businesses in New York, including:
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Type of Tax |
Form ID |
Form Name |
Frequency |
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Withholding |
Form NYS-1 |
Return of Tax Withheld |
Monthly |
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Form NYS-45 |
Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return |
Quarterly |
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Form NYS-45 ATT |
Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return Attachment |
Quarterly |
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Unemployment |
Form NYS-45 |
Quarterly Tax and Wage 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 New York, you likely already have the IDs and online accounts needed for OnPay to process your tax filings.
If you are a new employer in New York, you will need to register your business with the New York Department of Taxation & Finance and the New York Department of Labor. This must be completed for OnPay to be able to file and pay your NY taxes.
New York Withholding ID and Unemployment Insurance Registration Number
Existing NY Employer:
- If you have already been processing payroll and filing/paying withholding and unemployment taxes to New York then there is no additional registration needed.
- You can find both of these numbers on any previously filed quarterly tax return (Form NYS-45) or by calling the NY Department of Labor at 888-899-8810.
- Note that your state withholding tax ID will be the same as your federal employer identification number (EIN) assigned by the IRS followed by 00 (unless you have multiple business locations)
New NY Employer: Register with the New York Department of Labor
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Register your business for income withholding and unemployment tax on the New York Department of Labor website. (Registering with the New York Department of Labor will automatically register you for the New York Department of Taxation and Finance as well.)
- During registration, you will come across a section called Agent C/O Address which will ask if you would like Unemployment related mail to be directed to your payroll provider. Please select No.
- If you are a Non-Profit Organization, please fill out the NYS-100N form.
- You should be issued your IDs within 7-10 days of registering.
New York State Unemployment Insurance (SUI) Rate
Existing NY Employer:
- Find your rate on the Notice of Unemployment Tax Rate (Form IA-97) mailed by the Department of Labor each March.
- Employer contribution rates range from 0.525% to 7.825%, with a wage base of $12,000.
New NY Employer: Register with the New York Department of Labor
- You will receive your UI Tax Rate after you complete the online registration with the Department of Labor and the Department of Taxation and Finance.
- It's important you do not combine the Reemployment Fund of 0.075% with your SUI rate.
- The SUI rate for new employers is 4.025%, with a wage base of $12,000.
Learn about state disability insurance required for NY employers
In the state of New York, employers are required to provide State Disability Insurance (SDI) coverage to employees for an off-the-job injury or illness.
New York allows employers to withhold $0.60 per week from employees to help fund this policy. OnPay will automatically process these SDI withholdings when you run payroll, leaving the funds in your bank account for you to pay to your SDI insurance provider. Note that the deduction amount is not included in the total tax draft and is not paid by OnPay.
If you need some help getting SDI insurance coverage for New York, talk to one of our benefits experts to get started.
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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