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New York New Employer Information

Congratulations on your decision to become a new employer in New York! You will need a few things in place before you run your first payroll. For help registering your business in New York, check out our partner, CorpNet.

Federal and State Tax Accounts

Federal Tax Accounts:

Apply for an EIN View Details

If you don’t already have an Employer Identification Number (aka, EIN or FEIN), you can easily apply for an EIN with the IRS online. There is no cost to apply for an EIN.
The EIN is a unique nine digit number assigned by the IRS to identify your business. To read more about applying for an EIN, read our help article, “Your Step-by-step Guide on How to Apply for EIN.”

Enroll in EFTPS View Details

Although it is not required, we recommend you enroll in the Electronic Federal Tax Payment System (EFTPS). You can easily register online. You can use this account to view any tax deposits made on your behalf by Patriot Software or to make tax payments yourself online.
To find out more about the EFTPS, read our article, “What Is EFTPS?”

State of New York Tax Accounts:

Register Your Business With the State of New York View Details

New York new employers can register online with the Department of Labor for both state income tax account (SIT) and state unemployment insurance (SUI).
If you have any questions, you can call New York at (888) 899-8810.
When reporting taxes to NY State, you can report by using Web File for Form NYS-1, Return of Tax Withheld, and Form NYS-45, Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return, through the Online Services. You must create an Online Services account before you can Web File or have Patriot Web File on your behalf. Electronic filing of taxes is mandatory.
Note that New York will use your FEIN as for your state income tax identification number. This is entered in our software as nine digits with no dash.
You will also need to obtain Paid Family Leave coverage. You can learn more about obtaining coverage on the state website.

Get Your SUTA Rate View Details

The New York Department of Labor new employer SUTA rate is 4.1% for 2024, which includes the subsidiary tax rate of 0.625% and the reemployment tax of 0.075%. To learn more visit the NY DOL.
The New York Department of Labor will assign your business an unemployment tax (SUTA) rate every year. This is based on your type of business and activity.
For more information, read, “What Is SUTA Tax?”

Register for Any Local Tax Agencies View Details

New York does have some localities with income taxes. These include: the New York/New Jersey Waterfront, Yonkers and New York City, and the MCMT tax.

State-mandated Requirements:

Sign up for Workers’ Comp Insurance View Details

You must have workers’ comp insurance if you have at least 1 employee in New York. You can sign up for workers’ comp insurance through a private provider or state-operated fund. Learn more about workers’ comp requirements in New York here.
Patriot’s online payroll offers free pay as you go (PAYG) workers’ comp integration with our partner, NEXT Insurance. You can get a free quote with NEXT here.

Sign Up for State Disability Insurance View Details

New York requires most employers to have Disability Insurance.
Insurance policies can be obtained through several methods including a private insurance carrier, State Insurance Fund, or becoming self-insured. Visit the state’s website for more information.

Offer a Qualifying Retirement Plan View Details

New York will requires that employers with 10 or more employees who have been in business for 2 or more years and have not offered a qualified plan in the preceding two years enroll in New York State Secure Choice Savings Program or offer a qualifying alternative. Deadlines TBD.
Patriot has partnered with Vestwell to offer affordable retirement plans for small businesses that integrate with our payroll software. Learn more here.

Setting Up Your New Employee:

Fill Out Form I-9 View Details

Have your employees fill out the required Form I-9. As the employer, you will fill out the second part of the form. To learn more about Form I-9, read, “Form I-9 In a Nutshell.”
You must retain each employee’s completed Form I-9 as long as the individual works for you. For more information, read “What Should Be in an Employee File?”

Have Employee Fill Out Federal Form W-4 View Details

Form W-4, Employee’s Withholding Certificate is used for federal income taxes.
For more information, read our help article, “What Is a W-4 Form, and What Is it Used for?”

Have Employee Fill Out State IT-2104 Form View Details

Form IT-2104 form is the Employee Withholding Allowance Certificate for New York, New York City, and Yonkers. This is required for state income taxes (SIT).

Report New Hire View Details

New York employers can report new hires online with the New York New Hire Online Reporting Center within 20 days from the date of hire or rehire.
For more information, visit the Department of Taxation and Finance New Hire FAQ.

Meet Minimum Wage Requirements View Details

York’s minimum wage is $15.00 per hour for 2024.
Some localities in New York State have a higher minimum wage. The minimum wage for Long Islan, Westchester, and NYC is $16.00 per hour. You must follow the higher minimum wage.
You need to display the New York minimum wage poster where your employees can read it.

Obtain Labor Law Posters View Details

Get annual posters and all federal, state, county, and city labor law updates with Patriot’s labor law poster store, powered by PosterElite!

Once you have all the necessary information, you will be able to set up your payroll for your business.

You need to keep employee payroll records for at least three years. For more information, read our help article, “What Employers Should Know About Employee Payroll Records.”

Let us know if you have any questions. We are here to help!

This is not an all-inclusive list. Please contact the federal and state government websites for more information.

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