Updated September 12, 2023
This article will cover:
- What information OnPay needs from you
- What state and local taxes and filings OnPay handles for Pennsylvania 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 Pennsylvania, 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 Pennsylvania 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 Pennsylvania employer so OnPay can accurately file and pay taxes on your behalf:
|
✔ |
To do: |
What is this? |
|
Make sure your business is registered with the Pennsylvania Department of Revenue |
Allows your business to file and pay taxes in Pennsylvania |
|
|
Make sure your business is registered with the Pennsylvania Department of Labor & Industry |
Allows your business to pay required unemployment insurance in Pennsylvania |
|
|
Provide OnPay with your Pennsylvania State Withholding Tax ID and deposit schedule |
The 8-digit employer identification number issued by the Pennsylvania Department of Revenue |
|
|
Provide OnPay with your Pennsylvania Unemployment ID |
A 7-digit number unique to your account with the Pennsylvania Department of Labor & Industry |
|
|
Provide OnPay with your Pennsylvania Unemployment (SUI) Rate |
A tax rate you receive annually from the Pennsylvania Department of Labor & Industry |
What state and local taxes and filings OnPay handles for Pennsylvania employers
OnPay handles the filing of all state and local taxes for businesses in Pennsylvania, including:
|
Type of Tax |
Form ID |
Form Name |
Frequency |
|
Withholding |
PA-501 |
Withholding Deposit Statement |
Semi-Weekly, Semi-Monthly, Monthly, & Quarterly |
|
PA W-3 |
Quarterly Withholding Reconciliation |
Quarterly |
|
|
REV-1667 |
Annual Withholding Reconciliation Statement |
Annual |
|
|
State W2 |
Wage and Tax Statement |
Annual |
|
|
Unemployment |
Form UC-2 |
Employer’s Report for Unemployment Compensation |
Quarterly |
|
Form UC-2A |
Employer’s Quarterly Report of Wages Paid to Each Employee |
Quarterly |
|
|
Other |
New Hire Report (Filing) |
Pennsylvania New Hire Reporting Form |
As required |
Learn more about Pennsylvania Local Taxes→
Where you can find the tax account numbers needed
If you are an existing employer who has previously run payroll in Pennsylvania, you likely already have the IDs and online accounts needed for OnPay to process your tax filings.
If you are a new employer in Pennsylvania, you will need to register your business with the Pennsylvania Department of Revenue and the Pennsylvania Department of Labor. This must be completed for OnPay to be able to file and pay your Pennsylvania taxes.
Withholding Tax Account Number
Existing Pennsylvania Employer:
Existing employers can find their Withholding Tax Account Number on the Coupons or Employer Quarterly Reconciliation that you received from the PA Department of Revenue.
New Pennsylvania Employer: Register with the Pennsylvania Department of Revenue
- Click here and follow the instructions to register your business
Unemployment Account Number and Tax Rate
Existing Pennsylvania Employer:
- Existing employers can find the Unemployment Account Number on the Contribution Rate Notice (Form UC-657) or Notice of PA UC Responsibilities (UC-851) or Report for Unemployment Contribution (Form UC-2).
- Your Unemployment Tax Rate can be found with the Unemployment account number on the Forms listed above (Top right of Form UC-657). Employers generally have a rate ranging from 1.419% to 10.3734% for SUTA (or 10.5924% if you work in the construction industry), with a wage base of $10,000.
New Pennsylvania Employer: Register with the Pennsylvania Department of Labor
- Click here to register your business.
- New employers generally have a rate of 3.5% for SUTA (or 9.7% if you work in the construction industry), with a wage base of $10,000.
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.
v6.22