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Before you can pay employees in a new state, you must register with the state’s tax agencies. This lets you file and pay the right taxes.
🎥 Watch a quick video to learn how registering in a new state works
📘 See our blog for full state business guides
Expand the sections below to learn more. Use CMD + F (or CTRL + F) to search for words in the article.
Gusto works with Middesk to register your business for state tax accounts when you hire employees or start working in a new state. We set up state income tax withholding and state unemployment insurance so we can run payroll and file taxes on your behalf.
We can start your registration after all of these are true:
You added a company work address in the new state.
You assigned that address to a new or existing employee.
You checked your Gusto Home page for a registration to-do.
If required, you registered with preliminary state agencies (like the Secretary of State or Department of Licensing and Regulatory Affairs) first and confirmed it's done.
States that require SOS registration before tax setup: Michigan, Missouri, New Jersey, New Mexico, and Vermont.
Middesk cannot help with registration if your business is:
A non-profit that is not a 501(c)(3)
A business that left a PEO
A business that bought another business that was already registered
A business that changed its legal entity type (for example, LLC to Corp)
A Limited Partnership (LP) or Limited Liability Partnership (LLP)
You must also:
Have a FEIN in Gusto
Not already have a tax account in that state
If you already registered with the state, Middesk will cancel the order and you will not be charged.
Included
Middesk registers your business for:
State income tax withholding
State unemployment insurance (SUI)
Not included
Middesk does not register your business for:
Local tax agency registration
Paid Family and Medical Leave (PFML) registration
Third-Party Agent (TPA) access
Power of Attorney (POA) authorization
Some states require TPA or POA for Gusto to file and pay taxes. In most cases, you must set this up yourself after registration. If you need to register for local taxes or PFML, or set up TPA or POA, use the state-specific article for step-by-step instructions.
The cost, steps, and timeline depend on the state. Before you submit anything in Gusto, we show you:
The price
What is included
How long registration usually takes
You are not charged until the order is marked as completed. The charge appears on your next Gusto monthly invoice.
You can also visit the Middesk Help Center to see estimated processing times for each state.
Here is what to expect when Middesk handles your registration:
You answer questions about your business, including:
Basic company info
Contact details
Addresses
Owner or officer info
State-specific details
Middesk reviews your information.
Middesk usually submits your registration within two business days.
A state agency may contact you to verify the request.
⚠️ Important: If you do not respond to a verification call or email within 3–5 business days, the order may be canceled and refunded.
After your order is marked as complete, we add the charge to your next Gusto monthly invoice.
When Middesk receives your tax account numbers, they enter them in Gusto (for most states and agencies). You will get emails from Gusto and Middesk with updates and next steps.
For most states, Middesk receives agency mail during registration and adds your tax info to Gusto. You can view this mail in a digital mailbox. After registration is complete, the agency updates its mailing address to your business address. If you need to take action, we will notify you by email or Home page to-do.
States that mail tax account info directly to your business: Alabama, Arizona, Delaware, Idaho, Iowa, Kansas, Kentucky, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oklahoma, Rhode Island, Washington, Washington DC, and West Virginia. When you receive the letter, check your email for instructions on how to send the info to Middesk.
You can run payroll before registration finishes. However:
Gusto cannot file or pay taxes until all tax account numbers are added.
You may receive late notices or penalties. These are your responsibility.
For unemployment tax, use your state’s new employer rate until you receive the correct one.
Note: You can cancel orders before they are sent to Middesk. Once an order is submitted to Middesk, it cannot be canceled or refunded.
If you need help with any of the registration questions, check Middesk’s Help Center.
In your web browser:
Go to Taxes & Compliance → Tax setup.
Find [State name] Tax Setup.
Click Learn more under “Let us help you register.”
Review the price, process, and timeline. We do not charge you until after your order is complete.
Click Get started on Middesk.
Review everything carefully before submitting. Mistakes can delay registration.
In the Gusto mobile app:
Open the Gusto mobile app and sign in.
In the bottom-right corner, tap More.
Select Taxes & compliance.
Scroll down to Quick links and choose Setup tax accounts.
Scroll down to [State name] tax setup. Tap Learn more.
Review the process, timeline, and pricing. We do not charge you until after your order is complete.
Tap Get started on Middesk.
Share your business information and review everything carefully before submitting. Mistakes can delay registration.
To check your Middesk registration status in Gusto:
Go to Taxes & Compliance → Tax setup.
Find the state and view the status.
Possible statuses include:
Tax registration in progress
We need more information
The state is working on your order
Your registration is complete
Your order is on hold (often due to state requirements)
You have existing tax accounts
We could not complete your registration
If you entered the wrong eligibility date, email [email protected].
Some states require Gusto to have TPA or POA on file before we can file and pay taxes. Middesk usually does not set this up.
Check the state-specific registration article to see if TPA or POA is required for your state.
If there is no TPA or POA section in the state article, it is not needed right now.
If TPA or POA requires an agency portal:
If Middesk creates the agency account during registration, you will find the login details in Gusto: go to Taxes & Compliance → Tax setup after registration.
If Middesk does not create the account but the state requires portal access, you must create the account yourself.
You can only cancel an order before it is submitted to Middesk. Once submitted, orders cannot be canceled or refunded.
To cancel your order:
Go to Taxes & Compliance, select Tax Setup, and scroll to the applicable state.
In the Finish your [state] registration order banner, select Cancel order.
Q: Do I need a FEIN to use Gusto’s registration service?
A: Yes. You must have a FEIN to register through Gusto. If your business is merging or being acquired, Middesk cannot help with registration.
Q: Why can’t I enter 0% ownership or add a commercial owner?
A: Some states require a minimum ownership percentage or an individual owner. If your situation does not meet state rules, you will need to register outside of Gusto.
Q: What if the responsible party is international without an SSN or ITIN?
A: Middesk cannot help in this case. You will need to register directly with the state.
Q: What if I’m not liable for unemployment tax yet?
A: Use today’s date or the expected liability date. Use the new employer rate until you get your company-specific rate.
Q: I need to change information I already submitted. What do I do?
A: Email [email protected].
Q: What if the tax agency contacts me?
A: Respond right away, within 3–5 business days. Missing a verification call or email can cancel your registration order.
Q: When will my tax account numbers be available?
A: Timelines vary by state. Check Middesk’s guidance for estimates.
Q: Can Middesk close my state tax accounts?
A: No. You must close accounts directly with the state.
Visit the Middesk Help Center for help with registration-specific questions.
Contact Gusto from the ( ? ) in your account for all other payroll or tax setup help.
Expand the sections below to learn how to register with state agencies.
You'll work with the following Missouri agencies when registering for payroll taxes:
Missouri Secretary of State (SOS): Handles business registration.
Missouri Department of Revenue: Handles income tax withholding.
Missouri Department of Labor and Industrial Relations, Division of Employment Security: Handles unemployment tax.
Local tax agencies: Handle Kansas City and St. Louis city taxes.
Before you can sign up for Missouri state tax accounts, you must register your business with the Missouri Secretary of State (SOS).
Note: Rules may differ based on your business type. Consider consulting a lawyer or business advisor to make sure you meet all legal requirements.
You do not need to register if your business is a:
Nonprofit Corporation
Sole Proprietor or General Partnership with no DBA (Doing Business As) name
If you use a business name that's different from your real name, you must file a Fictitious Name Registration.
If you're not sure whether your company needs to register with the Secretary of State, call them at (866) 223-6535.
Pick a unique business name. Make sure no one else in Missouri is using it. You can search online to check.
Choose the guide that matches your business (for example, LLC or Corporation).
Create an account on the Missouri SOS business portal.
Sign in and go to your dashboard, then click Create [your business type].
Fill out the registration form and enter your info step by step.
Pay the registration fee. The fee depends on your business type.
After your registration order is processed, you'll receive a Charter ID. Keep this safe because you'll need it to register for state taxes.
When you start a business in Missouri, you'll need to register for both income and unemployment taxes at the same time. Here's what to expect:
You'll get your account numbers in about 1–2 weeks. Keep this timing in mind when planning your first payroll.
Your withholding income tax ID number from the Department of Revenue will be eight digits long. They'll also give you a tax deposit schedule.
Your unemployment account number from the Department of Labor and Industrial Relations will be 10 digits long. You'll also get your unemployment tax rate from them.
Some companies might need a Charter ID or certificate of authority to operate in Missouri. You get these numbers after registering with the Missouri Secretary of State.
Most companies will need to provide the charter or certificate number when registering for taxes.
If you're not sure whether your company needs to register with the Secretary of State, call them at (866) 223-6535.
Register for income and unemployment tax on the Missouri Online Business Registration website.
Follow the steps on the website, making sure to register for both withholding tax and unemployment tax.
Most companies must pay state unemployment tax once they pay more than $1,500 in wages in a quarter or have an employee for some part of a day in 20 different weeks.
Click Start registration here.
Complete registration.
Employees who live or work in Kansas City or St. Louis may need to pay local city taxes.
Employees who live or work in Kansas City, MO have to pay a City Earnings tax.
For businesses outside Kansas City: If your business is not in Kansas City but you have employees who live there, you do not have to withhold this tax from their paychecks. You can choose to do it as a courtesy to your employees. If you want to do this, register for a City of Kansas City withholding account, then contact us from the Help section of Gusto so we can help set everything up.
For businesses in St. Louis: If your business is in St. Louis, you must register with the St. Louis Collector of Revenue so Gusto can pay and file your taxes.
For businesses outside St. Louis: If your business is outside St. Louis but you have employees who live there, you do not have to withhold this tax. But there are still rules to follow:
You can choose to withhold the tax for your employees by registering for the St. Louis City Tax, completing Form E-9, and checking the box for "Withholding for City Resident Only."
If you want to withhold, contact us from the Help section of your account to go over courtesy withholding in Gusto.
If you do not withhold, you still have to report your city residents to St. Louis. To do this, call the St. Louis office at (314) 622-4805 to set up your business for reporting only.
To register for the St. Louis City Tax:
Fax Form E-9 to (314) 622-4413, addressed to "St. Louis Collector of Revenue, Attention: Registration".
If you have questions, call (314) 622-4111.
To verify whether an address is in St. Louis (check St. Louis City Tax liability):
Go to the St. Louis zip code directory.
Download the Zip Code Booklet.
Check if the zip code is in section one or two (entirely in St. Louis), or section three (partially in St. Louis).
Determine if you're liable:
If the address is entirely in St. Louis, you're liable.
If partially in St. Louis, check the street and number. If it's not listed, you're not liable.
You can also call the agency at (314) 622-3291 and ask the Earnings Tax Department to check for you.
Once you complete registration, take these steps:
Give Gusto third-party access (TPA) so we can help manage your taxes with the agency.
Enter your tax account information in Gusto once you add a valid Missouri work address for one or more employees.
If you've already registered in Missouri, you need to enter your tax account details in Gusto. You need to be registered with one or more of the following agencies for Gusto to file and pay taxes on your behalf:
Missouri Department of Revenue: Handles income tax withholding.
Missouri Department of Labor and Industrial Relations, Division of Employment Security: Handles unemployment tax.
Local tax agencies: Handle Kansas City and St. Louis city taxes.
If you still need to register, see the Register with the MO Secretary of State, income, unemployment, and local taxes on your own section earlier in this article.
Once you add a valid Missouri work address in Gusto for one or more employees, you can enter your state tax account information.
To add your Missouri tax account information:
Go to Taxes & compliance, then select Tax setup.
Find Missouri Tax Setup and select Manage taxes.
Follow the instructions below for each tax type.
Important: If you edit a tax account number after payments or filings have already been made, there may be tax implications. Learn how to pull reports in Gusto that can help you correct historical tax issues related to tax account number updates.
Next to Tax I.D. Number, click Edit to enter your eight-digit withholding account number.
The Employer's Return of Income Taxes Withheld (Form MO-941) from the Missouri Department of Revenue
If you cannot find your Tax I.D. Number, contact the Department of Revenue at (573) 522-0967.
Note: Tax ID information is private and will only be given to a listed company officer or someone with Power of Attorney.
Next to Filing Frequency, click Edit to enter your tax deposit schedule.
If you do not know your filing frequency, choose the fastest option for now and update it later once the agency assigns one.
The letter you received from the Missouri Department of Revenue after registering
If you cannot find your filing frequency, contact the Department of Revenue at (573) 522-0967.
Next to Employer Account Number, click Edit to enter your 10-digit unemployment account number. The last three digits are typically zeros. The format is: 00-00000-0-00.
The Notice of Liability sent by the Department of Labor and Industrial Relations
Your Quarterly Contribution and Wage Report (Form MODES-4)
If you cannot find your account number, contact the agency at (573) 751-3215.
Next to Unemployment Insurance Tax Rate, click Edit to enter your rate.
Note: Special tax rates may apply if you work in mining, construction, or a nonprofit.
The most recent Notice of Liability from the Department of Labor and Industrial Relations
If you cannot find your rate, contact the agency at (573) 751-3215.
If you do not have your assigned rate yet, enter the new employer rate for Missouri in Gusto in the meantime. Update the rate once you receive it.
Next to your St. Louis tax account, click Edit to enter your account number.
The confirmation you received after registering with the St. Louis Collector of Revenue
If you cannot find your account number, contact the agency at (314) 622-4111.
Learn how to authorize Gusto as your third-party agent (TPA) for the agencies below.
Gusto needs your Account ID and Letter ID to file and pay your Kansas City taxes. You can enter these in Gusto by going to Taxes & compliance, then selecting Tax setup.
Account ID:
Get this number by registering for a Quick Tax account.
If you cannot find your Account ID or need help registering, call (816) 513-1135.
Letter ID:
Find this number on electronic letters from Kansas City. To view them online:
Go to your Kansas City Quick Tax Portal.
Click your company name.
Select More.
Under Letters, choose View Letters.
If you cannot find your Letter ID, call City Hall at (816) 513-3600.
Giving Gusto access helps us keep your Missouri income tax information up-to-date so we can make accurate payments and help you avoid tax notices, penalties, or interest.
To give Gusto access to your online account:
Click Profile Information, then click Manage Authorized Preparers.
Click Add New Authorized Preparer, then enter the info below:
User ID: Gusto
Registration confirmation: 9901000003109
Access type: View/File
On the next page, check the View box for the business you want to give Gusto access to.
Add a Start Date for when Gusto's access should begin. Use the first day of the first quarter you paid a Missouri employee in Gusto.
Leave the End Date blank so Gusto's access will not expire.
Under Assignments, using the Apply a Template option, choose Payroll Access.
Click Save and confirm to finish giving Gusto access.
After you grant access with the agency, let us know in Gusto:
On your Home page, under Things to do, click Give Gusto access to Missouri Department of Revenue account.
Click the checkbox to indicate you've completed the task in your tax account.
Click Submit.
If employers file and pay their MO-941 return on time, they can keep a small percentage of their employees' income tax withholding. Gusto automatically handles this for you.
When you look at reports in Gusto, you'll see the total MO income tax withheld and a negative amount showing the MO compensation deduction that stays with the employer.
Missouri requires all income tax payments to be rounded to the nearest dollar. Here's how Gusto handles it:
Rounding up: Gusto covers the extra amount needed when we round up.
Rounding down: If the difference is more than 15 cents, we'll refund the amount after the quarter's filing period is over. If the difference is less than 15 cents, we keep the amount to help cover future rounding up.
MO-941* (Employer's Return of Income Taxes Withheld)
MO-941P* (Quarter-Monthly Withholding Tax Payments)
MODES-4-7 (Quarterly Contribution and Wage Report)
MODES-10B (Quarterly Wage Report Continuation Sheet)
MO-W3 (Transmittal of Wage and Tax Statements)
Wage and Tax Statements (State W-2)
MO New Hire Report
Various local returns
You can view forms in Taxes & Compliance, then Tax documents. Switch between the tabs to find federal, state, W-2s, and 1099s.
Some forms show an asterisk (*). Forms like payment vouchers or coupons that were filed electronically may not show in your Gusto account. Sign in to the agency's portal to view filings and payments.
To see what Gusto has paid for you, run the Agency Payments report.
Revenue Agency: Missouri Department of Revenue (DOR)
Phone: (573) 751-8750
Workforce or Labor Agency: Missouri Department of Labor and Industrial Relations, Division of Employment Security (DOL)
Phone: (573) 751-3215
Learn how to close or reopen tax accounts.