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New York Payroll Tax and Registration Guide

To ensure your business remains in good standing with state payroll tax regulations, there are several key pieces of information you’ll need to provide before you can start running payroll with Beyond:

  • State Tax IDs – This includes your State Employer Identification Number and any applicable local tax identification numbers.
  • Assigned Tax Rates – These are determined by your state’s tax authorities based on your company’s industry, age, and size.
  • Third-Party Access and Power of Attorney – Most states require formal authorization to allow Beyond to file tax reports and make payments on your behalf.

 

It’s your responsibility to supply and maintain accurate tax information. Beyond can only file and pay taxes properly if the details you provide are correct. Any errors or missing data may lead to penalties or interest, and Beyond cannot be held responsible for these charges.

Simplify State Tax Registrations with Middesk

Need help getting set up with state agencies? Beyond partners with Middesk to make it easier to manage your business's state registrations and stay compliant, no matter where your employees are located.

With Middesk, you can:
• Register for required tax IDs and agency accounts quickly and securely
• Manage all your state accounts through a single, user-friendly platform
• Track compliance and government correspondence directly from your dashboard
• Complete “foreign qualification” steps with the Secretary of State for multi-state compliance

Explore what Middesk has to offer

Understand what you need to provide and what tax-related tasks Beyond takes care of for New York employers

What Beyond Needs from You

All New York Employers

Task

Purpose

Register with the New York Department of Labor

Allows your business to pay Unemployment Insurance (UI) and Withholding Tax

Provide Beyond with your New York State Withholding Tax ID

Typically your federal EIN followed by “00”

Provide Beyond with your New York Unemployment Insurance Employer Registration Number

A unique 7- or 8-digit number issued by the NY Department of Labor

Submit your New York Unemployment Insurance (SUI) rate

Issued annually on Form IA-97

Ensure your business is covered by New York State Disability Insurance (SDI)

Required for all NY employers

What Beyond handles for New York employers

Withholding Tax

  • Form NYS-1

    Monthly Withholding Tax Return
    • Filed monthly

  • Form NYS-45

    Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return
    • Submitted every quarter

  • Form NYS-45 ATT

    Attachment to Quarterly Combined Return
    • Filed quarterly

Unemployment Insurance Tax

  • Form NYS-45

    Quarterly Tax and Wage Report
    • Due every quarter

Additional Reports

  • New Hire Report

    New York New Hire Reporting
    • Submitted as required

Where to Find Your Required Tax Info

Existing Employers in New York

If you’ve processed payroll in New York before, you likely already have the necessary IDs. Look for:

  • Withholding Tax ID and UI Account Number on previously filed NYS-45 forms
  • You can also confirm these by calling the NY Department of Labor at 888-899-8810
  • Your Withholding Tax ID is usually the same as your federal EIN, followed by “00” (unless you have multiple locations)

 

New Employers in New York

If this is your first time employing in New York, you’ll need to register with both:

  • New York Department of Labor (for Unemployment Insurance)
  • New York Department of Taxation and Finance (for Withholding Tax)

 

Register online through the Department of Labor website. During registration, you will be asked if unemployment-related mail should be sent to your payroll provider. Select “No.”

Note for nonprofits: You must complete and submit the NYS-100N form during registration.

After registering, you will receive your:

  • Withholding Tax ID
  • Unemployment Insurance Account Number
  • SUI rate (if applicable)

Withholding Tax Details

Your Withholding Tax Account Number will appear in your Department of Labor registration confirmation. If needed, you can call the Department of Taxation and Finance to retrieve it.

Register online through the New York Business Express portal. Once complete, you’ll be able to access:

  • Withholding Tax ID

  • Department of Labor Employer Account Number

  • TPA credentials, if authorized

Unemployment Tax Details

Existing Employers

Find your current rate on the Notice of Unemployment Tax Rate (Form IA-97) mailed each March. Employer contribution rates in 2025 range from 0.525% to 8.9%, with a wage base of $12,800.

 

New Employers

Upon completing registration, you will receive:

  • A default SUI rate of 3.4%
  • Your 7- or 8-digit Unemployment Insurance Registration Number
  •  

Don’t include the 0.075% Reemployment Fund in your SUI rate when entering it into Beyond.

State Disability Insurance (SDI)

New York requires employers to provide SDI coverage for off-the-job injuries or illnesses. Employers may withhold up to $0.60 per week from each employee’s paycheck to help fund this benefit.

Beyond calculates and includes SDI deductions during payroll processing, but does not remit these payments to your insurance carrier — you are responsible for making the payment directly.

Need help obtaining SDI coverage? Talk to our benefits team for guidance on securing a compliant policy.

Have employees working in other states?

If your business operates across state lines or has remote team members based in different states, it’s essential to make sure the proper state paperwork is completed for each location. Beyond takes care of filing the necessary forms in every state where your employees are on payroll, helping you stay compliant no matter where your team works.

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