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 Virginia agencies when registering for payroll taxes:
Virginia Department of Taxation (TAX): Handles income tax withholding.
Virginia Employment Commission (VEC): Handles unemployment tax.
When you register online, you'll instantly get:
VA Tax Account Number (for income tax withholding)
Income tax withholding deposit schedule (filing frequency)
VEC Account Number (for unemployment tax)
To register online:
Under Register a New Business, click New business? Register your business here.
When you register online, you can sign up your business with Virginia Tax and the Virginia Employment Commission (VEC) at the same time. Check the Registration FAQs for more details.
Complete the prompts.
If you need help registering or have unemployment rate questions, call the VEC at (866) 832-2363.
Most companies in Virginia must start paying unemployment insurance tax once they have:
Paid $1,500 in wages during a calendar quarter, or
Had at least one Virginia employee working for any part of the week for 20 or more different weeks during a calendar year
For nonprofits, liability begins when employing at least four workers for 20 weeks in either the current or previous year.
If you need to run payroll but do not yet meet these requirements, enter the new employer rate for Virginia in Gusto for now, and update the rate once you receive it.
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 Virginia work address for one or more employees.
If you've already registered in Virginia, 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:
Virginia Department of Taxation (TAX): Handles income tax withholding.
Virginia Employment Commission (VEC): Handles unemployment tax.
If you still need to register, see the Register for VA income and unemployment tax on your own section earlier in this article.
Once you add a valid Virginia work address in Gusto for one or more employees, you can enter your state tax account information.
To add your Virginia tax account information:
Go to Taxes & compliance, then select Tax setup.
Find Virginia 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 VA Tax Account Number, click Edit to enter your withholding tax account number. This number starts with "30-".
Note: If your account number starts with something else, it's usually for a different type of tax. The Virginia Department of Taxation handles many taxes (some unrelated to payroll), and you may be registered for another tax type.
Letters from the Virginia Department of Taxation
If you cannot find your account number, contact the agency at (804) 367-8037.
Next to Filing Frequency, click Edit to enter your withholding tax deposit schedule.
Note: If your VA withholding tax notice says you need to file quarterly, but you deposit taxes semi-weekly, choose the semi-weekly option for filing frequency in Gusto. Our system understands that if you deposit taxes semi-weekly, you still need to file the VA-16 Quarterly Reconciliation form.
Your registration confirmation or notices from the Virginia Department of Taxation
If you cannot find your filing frequency, contact the agency at (804) 367-8037.
Next to VEC Account Number, click Edit to enter your unemployment account number. This number is 10 digits long and starts with 000, 001, or 002.
Letters from the Virginia Employment Commission (VEC)
If you cannot find your account number, contact the agency at (804) 786-7159.
Next to Tax Rate, click Edit to enter your unemployment rate. The rate you enter should include:
Base tax rate
Pool cost charge (if applicable, rates vary by year)
Fund building charge (if applicable, charge varies by year)
The Tax Rate box of the State Unemployment Insurance (SUI) letter from the VEC
If you cannot find your rate, contact the agency at (804) 786-7159.
If you do not have your assigned rate yet, enter the new employer rate for Virginia in Gusto in the meantime. Update the rate once you receive it.
Learn how to authorize Gusto as your third-party agent (TPA) for the agency below. Once you give Gusto access, we can monitor your Virginia tax account and update it automatically when we find out about changes.
If you get stuck, the VEC can help you set up your portal and assign Gusto as your tax preparer.
To get help from the VEC:
Call (866) 832-2363
Email [email protected]
Important: Only the primary user of your tax account can grant Gusto access.
Under Register a New Business, click Is your business already registered with us? Create an online account to set up your User ID and Password.
Select Enroll in VEC only and complete all required fields.
In the Virginia Employment Commission (VEC) Validation Criteria section, you'll need to know the total wage amount (Line 1) reported on your most recently submitted tax report to the VEC. Enter the amount using this format: 1234.56.
If Gusto filed your prior quarter's tax returns, you can find a copy of your form in your Gusto account. If someone else filed your prior quarterly report to VEC, you'll need to get a copy of the form from them to access your company's account.
Click Next. The Business iFile Profile page will display with "Welcome, [Your Name]."
Scroll down and click the link to access the VEC's ESS portal.
Sign in to your Virginia Employment Commission (VEC) account.
Under the iFile Login section:
Select the VEC radio button.
Enter your company's 10-digit VEC account number.
Enter your password.
Click Log In.
Under Manage your account, click Assign a Tax Preparer.
For the Unique Id given to you by your Tax Preparer field, enter: Gusto!
Include the exclamation point, but do not put our name in quotations.
In the Your Linked iFile Accounts section, make sure these checkboxes are selected:
Account Summary
Quarterly Report and Payment
Click Assign.
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 your Virginia Employment Commission account.
Click the checkbox to indicate you've completed the task in your VEC account.
Click Submit.
VA-5* (Employer's Return of Virginia Income Tax Withheld, Electronic Only)
VA-6* (Employer's Annual or Final Summary of Income Tax Withheld)
VA-15* (Employer's Voucher for Payment of Income Tax Withheld, Semiweekly)
VA-16 (Employer's Payments Quarterly Reconciliation and Return of Income Tax Withheld)
VEC-FC-20 (Employer's Quarterly Tax Report)
VEC-FC-21 (Employer's Quarterly Payroll Report)
VA-W (W-2/1099 Transmittal)
State W-2 (Wage and Tax Statement)
New Hire Report
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.
Note: According to the Virginia Department of Taxation, Form VA-6 is due by January 31 of the following year or within 30 days after your company's last paycheck. Gusto will only file this form at the end of the year. If your company stops paying wages before then, you'll need to file the VA-6 yourself. If you do not file, Gusto will still submit it on January 31, but the agency may charge a $10 late fee that your company will have to pay.
Revenue Agency: Virginia Department of Taxation (DOT)
Phone: (804) 367-8037
Workforce or Labor Agency: Virginia Employment Commission (VEC)
Phone: (866) 832-2363
If RetirePath Virginia tells you to enroll, you can make things easier by connecting your company's auto-IRA with Gusto to automate payroll deductions and manage your plan.
Learn how to close or reopen tax accounts.