Utah registration and tax info

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How to pay employees in a new state: get registered

To pay employees in a new state, where you’ve never operated or paid people, you must register with the state tax agencies there. This lets you pay and file the taxes you and your employees are liable for.

Watch this quick tutorial to learn more.

Registering for taxes may not be the only to-do when starting or running a business in a new state. Go to our blog for complete guides on starting and running a business in each state.

Let us register for you

Gusto works with Middesk to help you register your business in new states.

For now, this includes: Alaska, California, Colorado, Connecticut, Florida, Georgia, Hawaii, Illinois, Indiana, Iowa, Louisiana, Maine, Minnesota, Mississippi, Nebraska, New York, North Carolina, North Dakota, Ohio, Oregon, South Carolina, South Dakota, Texas, Utah, Virginia, and Wisconsin.

How it works—an overview

What you need to do

Add a new work address in Gusto for a different state, and;
Hire an employee and assign them to that address.

Cost and timeline

Prices vary by state. During the first few steps in Gusto, you can see the cost, process, and estimated turnaround time.

What the process looks like

You give us some basic business information.
Middesk will check your info.
Your registration is usually submitted within two business days.
- State registration with Middesk includes:
  - State income tax (withholding)
  - State unemployment insurance
- What's not included:
  - Local agency registration
  - Third-party authorization (TPA) set up.
    - If setting up TPA requires online agency portal access:
      - If Middesk has to create an agency account to register your business, you can find the agency portal login details on the Taxes & compliance > Tax setup page in Gusto once registration is complete.
      - If Middesk does not need to create an account, but the agency requires TPA be set up through their portal, you need to set up the agency portal accounts on your own.
- After we submit your registration, you may need to answer a verification call from the agency to confirm that the registration request is legitimate.
When Middesk gets your tax account information back after registering, they'll enter it in Gusto for you.

Third-Party Agent (TPA) authorization reminder

Some state agencies need Gusto to have TPA access to file and pay your taxes. Usually, Middesk does not set this up, so you’ll have to do it yourself after registration.

Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA is not needed right now.

If setting up TPA requires online agency portal access:

If Middesk has to create an agency account to register your business, you can find the agency portal login details on the Taxes & compliance > Tax setup page in Gusto once registration is complete.
If Middesk does not need to create an account, but the agency requires TPA be set up through their portal, you need to set up the agency portal accounts on your own.

Get started with state tax registration in Gusto

Prices vary by state. During the first few steps in Gusto, you can see the cost, process, and estimated turnaround time.

If you have questions about answering any of the questions, try Middesk’s Help Center or contact Middesk at [email protected].

Sign in to Gusto.
Go to Taxes & Compliance and select Tax setup.
Under “[State name] Tax Setup”, find the "Let us help you register" banner and click Learn more.
- The state will only show up if you’ve added a company work address there and assigned an employee to it.
Review the price, process, and how long it'll take. We will not charge you until you send in your order.
- State registration with Middesk includes:
  - State income tax (withholding)
  - State unemployment insuranc
- What's not included:
  - Local agency registration
  - Third-party authorization (TPA) set up.
    - If setting up TPA requires online agency portal access:
      - If Middesk has to create an agency account to register your business, you can find the agency portal login details on the Taxes & compliance > Tax setup page in Gusto once registration is complete.
      - If Middesk does not need to create an account, but the agency requires TPA be set up through their portal, you need to set up the agency portal accounts on your own.
Click Get started on Middesk.
- Reminder: We can only register for you if you do not already have a state account.
Answer some questions about your business, like:
- Basic info
- Contact info
- Company details
- Address details
- Officer/owner info
- State-specific details
After you've entered the information, review all the info carefully on the “Review Information” page. Mistakes can delay things.
- Heads up: State agencies might add fees or take longer than expected. Middesk will notify you if that happens.
If everything looks good, click Continue to Gusto.
Before you submit the order, review the cost breakdown and total amount again.
- Middesk will start to process your order after you submit it. They'll email you with order updates, and we'll add the cost to your next monthly bill.
- At this time, we cannot support order cancellations or refunds.
Click Submit.
- Heads up: After we submit your registration, you may need to answer a verification call from the agency to confirm that the registration request is legitimate. If you do not complete this within 3–5 business days, the order will be canceled and refunded.

When Middesk gets your tax account information back after registering, they'll enter it in Gusto for you.

Each state and agency takes different amounts of time to process a registration. To estimate when your state tax account info will be available, check the Post Submission Questions in Middesk's help article.

Important reminder

You may need to give Gusto third-party access (TPA) to your tax accounts. Middesk does not do this for you.
- Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA is not needed right now.
- If setting up TPA requires online agency portal access:
  - If Middesk has to create an agency account to register your business, you can find the agency portal login details on the Taxes & compliance > Tax setup page in Gusto once registration is complete.
  - If Middesk does not need to create an account, but the agency requires TPA be set up through their portal, you need to set up the agency portal accounts on your own.

Check the status of your order

When your order is complete, you’ll get emails from Gusto and Middesk. They’ll detail the next steps, which include:

Reviewing registration details
Any other state-specific instructions

Before your order is done, you can check the order status in your Gusto account:

Sign in to Gusto.
Go to Taxes & Compliance select Tax setup.
Find the state headline, and just below it, view the order status. It could be:
- Tax registration in progress (not yet submitted to state)
- We need more information
- The state is working on your order
- You have existing tax accounts
  - If we find you've already registered for taxes in the state, Middesk will cancel and refund the registration order. Work with the agency to find your tax account details and enter them in Gusto.
- Your registration has been completed
- Your order is on hold
- We could not complete your tax registration.
If there is action required, check your email for next steps.

FAQs

Q: Can I run payroll before my registration is done?

A: Yes. You may be asked to enter tax rates and tax deposit frequencies, but can use temporary info.

Important reminders

We cannot submit tax payments or filings until all tax account numbers are added in Gusto.
If you run payroll before finishing registration, you might get notices about late tax payments or filings. Any penalties are your responsibility.
If you’re only registering for unemployment tax and do not have your rate yet, use the new employer rate for your state in Gusto until you get the correct one. Update the rate once you get it.

Q: I need to change some of the registration information that was submitted, what do I do?

A: Email Middesk at [email protected].

Q: Can I use Gusto to register in a new state without a Federal Employer Identification Number (FEIN)? What if my business is merging or being acquired?

A: No, you need a FEIN in Gusto to get registration help for state taxes.

If your business is merging or being acquired, Middesk cannot help with registration. You'll need to work with a tax advisor and state agencies directly.

Q: What if I'm not liable for unemployment tax yet?

A: If you want Middesk to start setting up an unemployment account number before you're liable, you can:

Use today’s date as the first date the employee(s) in the new state will be paid.
Enter the start date of the quarter you expect to meet the liability threshold.
- Check the state’s liability info in the Register on your own section (go to the SUI dropdown). If there’s no info, contact the state agency directly.

Q: What do I do if the tax agency contacts me after the registration is submitted?

A: Respond to them. For some agencies, you may need to answer a verification call to confirm that the registration request is legitimate. If you do not complete this within 3–5 business days, the order will be canceled and refunded.

Q: Can Middesk help if the responsible party is international without an ITIN or SSN?

A: No. Middesk cannot help in this scenario, you'll need to register on your own.

Q: Why am I unable to enter 0% ownership for the responsible party or add a commercial owner?

A: Some states have a 1% minimum for the responsible party ownership percentage. These states include ID, KS, MN, OH, SC, DC, DE, MD, NJ, NY, and RI.

You’ll need to place registration orders directly with Middesk outside of Gusto or register directly with the agency.

Some states require an individual owner to be listed. If you’re a non-profit or unsure, contact Middesk for help at [email protected].

Q: When will my tax account information be available?

A: Each state and agency takes different amounts of time to process a registration. To estimate when your state tax account info will be available, check the Post Submission Questions in Middesk's help article.

Q: Where can I find my tax information?

A: You can find your tax info in several places:

In Gusto: Click the Taxes & compliance section and select Tax setup, then scroll to state tax setup.
In your state’s online portal: Find your account details there.
- You may need to create accounts on your own, but Middesk does this when it's required to register. Go to the Post Submission Questions in the Middesk help article to see which agencies they'll create credentials for.
  - If Middesk has to create an agency account to register your business, you can find the agency portal login details on the Taxes & compliance > Tax setup page in Gusto once registration is complete.
By mail: Some agencies send tax info by mail. If that happens, Middesk will let you know, and you'll need to enter this info in Gusto.

Gusto’s state tax registration service does not contain tax, legal, financial, or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, HR expert, or accountant for specific guidance.

Q: Does Middesk help with giving Gusto third-party access (TPA) for tax payments?

A: Some state agencies need Gusto to have TPA access to file and pay your taxes. Usually, Middesk does not set this up, so you’ll have to do it yourself after registration.

Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA is not needed right now.

If setting up TPA requires online agency portal access:

If Middesk has to create an agency account to register your business, you can find the agency portal login details on the Taxes & compliance > Tax setup page in Gusto once registration is complete.
If Middesk does not need to create an account, but the agency requires TPA be set up through their portal, you need to set up the agency portal accounts on your own.

Q: Does Middesk help close state tax accounts?

A: No, you'll need to close the tax account yourself.

Q: Can I cancel my Middesk order?

A: At this time, we cannot support order cancellations or refunds.

Register with UT agencies on your own—UtahID, Dept. of Commerce, State Tax Commission + TAP, and the Dept. of Workforce Services

Click the dropdowns below to learn more about how to register with state agencies.

Utah tax agencies

Utah.gov – create a UtahID
Utah Department of Commerce – get a Department of Commerce Entity Number
Utah State Tax Commission – income tax
Utah Department of Workforce Services – unemployment tax

Create a UtahID—needed to register with other agencies

You'll need a UtahID to register your business with most other state agencies. Create a UtahID before registering with any other agencies.

If you get stuck, use the agency's account creation guide or contact them directly.

Go to Utah.gov.
Click Create an account.
Type your email and click Submit. You'll need to validate the email you entered is yours.
Check your email for a message titled "Register new UtahID account". Copy the code from the email.
- If you do not see the email, check your spam, and wait up to 15 minutes.
Paste the code into the "Validate email" page on the agency website to confirm your email.
After the email is validated, you'll be asked to enter some more info:
- First name
- Last name
  - If you have more than one, include all last names, but with a space inbetween each.
- Unique username of your choice
Create a strong password (use upper/lowercase letters, numbers, and symbols). Type it twice and click Submit.
- You’ll be taken to the UtahID login screen.
Enter your unique username (or email and password) to sign in. Click Sign in.
Welcome to your UtahID profile page. Click Continue to get a new-user tour (recommended), or click End Tour to explore on your own.

Most companies need to register with the Utah Department of Commerce. If you're not sure, check with the Department of Commerce.

It typically takes 7–10 business days for new registrations to be processed—keep this time frame in mind, you'll need this ID to register for other agencies.

If you get stuck at any point, use the agency's instructions to help you register.

Log in at the Utah Department of Commerce with your UtahID (instructions above).
On the left menu, click Formations & Registrations, then choose your business (entity) type.
Fill out the required info. Some types need a purpose statement.
Add a registered agent (you can be the agent). Do not make Gusto your agent.
Add business owner/manager info.
Upload any required documents.
Complete the signature section.
Review your info, fix errors, and add to your Shopping Cart.
Go to your Shopping Cart (top-right corner) to pay for registration.
After payment, you’ll get an email once your registration is approved (typically in 7–10 business days). The email will include confirmation in the form of an attached document.

If you have any questions, call the Department of Commerce at (801) 530-4849.

Withholding (income) tax account registration—Utah State Tax Commission and TAP instructions

To register the business for withholding income tax, you usually need to complete a few steps first:

Create a UtahID (instructions above)
Register with the Utah Department of Commerce (instructions above)
- Most companies need to register with the Utah Department of Commerce. If you're not sure, check with the Department of Commerce.
Register with Utah State Tax Commission and create a TAP account (see below).

Register with the Utah State Tax Commission and create a TAP account

Before you get started, you'll need:

Your business type (LLC, sole prop, etc.)
Your Federal Employer ID Number (FEIN)—get at irs.gov.
Names, addresses, and Social Security numbers of all owners/officers
Your Utah Entity Number (from the Dept. of Commerce)

Part A: Register your business with the Utah State Tax Commission (apply for a tax account)

If you get stuck, use the agency's instructions and walkthrough video to help.

Go to the Taxpayer Access Point (TAP).
Scroll to the "Apply Online" section and click Apply for a tax account(s) - TC-69.
Answer some questions about your business.
On the "Type of Registration" page, say Yes to Employer Withholding License, and any other tax account you're applying for.
Finish the registration and print the confirmation page.
What happens next:
- You’ll get your Utah Tax Account ID and Business License by email.
  - The Account ID should be 14 characters: 11 digits, and 3 letterrs (e.g.,12345678-002-STC)
- A PIN letter will be mailed to you within 15 days.
  - Didn’t get your PIN? Email [email protected] or call (801) 297-3996.

Part B: Create your TAP account

Once you have your 14-character Account ID and PIN from completed registration with the State Tax Commission, complete the steps below:

Go to the Taxpayer Access Point (TAP) and click Sign Up.
Choose Access my business account(s) and click Next.
Fill in your business info.
Use your Account ID Number and PIN (from the Utah State Tax Commission) to add tax accounts to your TAP account.
- Be sure to add "Employer Withholding License".
- If you have more than one tax account you want to manage using TAP, click Add additional tax accounts (under "I want to").

New to TAP? Try their training and information page. If you have questions about setting up your profile, call the State Tax Commission at (801) 297-3996.

Enter the tax account information in Gusto

After a work address in Utah is assigned to one or more employees, you can add your tax account information:

Go to the Taxes & compliance section and select Tax setup.
Find “Utah Tax Setup” and click Manage taxes.
Next to "Withholding Account Number" click Edit and enter your withholding account number. Then, click Save.
Next to “Deposit Schedule” click Edit and enter your withholding tax deposit schedule. Then, click Save.

Unemployment tax account registration—Department of Workforce Services

Most companies in Utah must start paying unemployment insurance tax once they have:

Paid $1500 in wages during a calendar quarter or;
Had at least one Utah-employee working for any part of the week, for 20 or more different weeks during a calendar year.

If your company only needs to pay state withholding taxes and not unemployment taxes, you can register directly with the Utah Tax Commission.

Running payroll in Gusto before you're required to pay unemployment tax

If you need to run payroll but do not yet meet the requirements, Gusto lets you enter the new employer rate for Utah temporarily. Update the rate once you get it.

Once you register, you’ll get:

An Employer Registration Number, starting with either R- (for reimbursable employers) or C- (for regular employers).
Your Unemployment Tax Rate (also called the “Contribution Rate”).
- If you do not know your rate, call (801) 526-9235, option 3.

Register with the Department of Workforce Services (DWS)

Once you register, you’ll get your:

Employer Registration Number
- This starts with either R- (for reimbursable employers) or C- (for regular employers).
Your Unemployment Tax Rate (also called the “Contribution Rate”).
- If you do not know your rate, call (801) 526-9235, option 3.

Get started with registration:

Go to the Department of Workforce Services website.
Use your cursor to hover over "Sign In" at the top right. Click Employer Tax/New Hire.
Log in with your UtahID
- You must have a UtahID to register with the DWS. Use the instructions above in this article to create an ID if you have not already.
The first time you log in, you’ll be asked to link your UtahID to an existing DWS account, or make a new profile.
To make a new profile, click the link at the top that says New Users: If you are a first time user or need to create a new Unemployment Insurance and New Hire reporting profile, click here
Fill in your name, email, title, and phone. Click Submit.
If asked, answer the questions about your business.
From your homepage, click the Registration tab, then Create a New UI Account For My Business.
Complete the rest of the fields to set up your unemployment tax account.

If you have questions, call the DWS at (801) 526-9675.

Enter the tax account information in Gusto

After a work address in Utah is assigned to one or more employees, you can add your tax account information:

Go to the Taxes & compliance section and select Tax setup.
Find “Utah Tax Setup” and click Manage taxes.
Next to "Unemployment Insurance ID" click Edit and enter your unemployment account number.
Next to "Unemployment Insurance Tax Rate" click Edit and enter your "Assigned Contribution Rate" from your Contribution Rate Notice.
- Do not enter the social cost rate of 0.3%—it's already included.
- Learn how to update your rate.

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 any historical tax issues related to tax account number updates. test

Find account numbers and rate info (if you're already registered)

If you’ve already registered in Utah, add your tax account info in Gusto so we can file and pay your taxes.

You must be registered with:

Utah State Tax Commission – income tax
Utah Department of Workforce Services – unemployment tax

If you still need to register, check the steps above in this article.

Find your withholding tax account number and deposit schedule

If you’ve run payroll in Utah before, you can find your withholding account number and deposit schedule by:

Looking at any notices from the Utah State Tax Commission, or;
Calling them at (800) 662-4335.

Find your unemployment account number (Employer Registration Number) and contribution rate

If you’ve run payroll before in Utah, you can find your unemployment account number (Employer Registration Number) and rate by:

Looking at the Contribution Rate Notice from the Department of Workforce Services (top-right), or
Calling them at (801) 526-9235, option 3.

If you're a reimbursable employer, your account number starts with R-. If not, it starts with C-.

If you do not have your rate yet, enter the new employer rate for Utah temporarily. Update the rate once you get it.

Enter the tax account information in Gusto

After a work address in Utah is assigned to one or more employees, you can add your tax account information:

Go to the Taxes & compliance section and select Tax setup.
Find “Utah Tax Setup” and click Manage taxes.
Next to "Withholding Account Number" click Edit and enter your withholding account number. Then, click Save.
Next to “Deposit Schedule” click Edit and enter your withholding tax deposit schedule. Then, click Save.
Next to "Unemployment Insurance ID" click Edit and enter your unemployment account number.
Next to "Unemployment Insurance Tax Rate" click Edit and enter your "Assigned Contribution Rate" from your Contribution Rate Notice.
- Do not enter the social cost rate of 0.3%—it's already included.
- Learn how to update your rate.

Forms we file in Utah

TC-941* (Utah Withholding Return)
TC-941R (Annual Withholding Reconciliation)
33H (Employer's Contribution Report)
33HA (Employer's Quarterly Wage List)
State W2 (Wage and Tax Statement)
New Hire Report

You can view forms in Taxes & Compliance > Tax documents. Switch between the tabs to find federal, state, W-2s, and 1099s.

Forms with an asterisk (*) may not show in your Gusto account—these are usually payment vouchers or coupons filed electronically.

To see what Gusto has paid on your behalf, run the Agency Payments report.

Agency website(s) and contact info

Utah State Tax Commission
- Call (800) 662-4335
Utah Department of Workforce Services
- Call (801) 526-9235

Learn how to close or reopen tax accounts here.