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.
For Paid Family and Medical Leave (PFML) and local tax agencies, we surface a separate registration page in Gusto where you can either register on your own or use Middesk’s referral to have Middesk handle it. See the Register for PFML and local taxes section below.
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)
In California, Rhode Island, Washington, D.C., and Massachusetts, this registration also includes Paid Family and Medical Leave (PFML). No additional registration is needed.
Not included
Middesk does not register your business for:
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 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.
During registration, you may see an unfamiliar Houston, Texas address (8080 Westpark Dr, with a suite number that can vary) on your state agency account or mail. This is expected. We use it so Middesk can collect your tax account details, and it updates to your business address once registration is complete.
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.
Some states also require registration with Paid Family and Medical Leave (PFML) agencies and local tax agencies. Middesk’s standard order (state income tax withholding and state unemployment) does not include these—we surface them on a separate Registration page in your account.
After you submit your Middesk order, if PFML or local registrations remain in your state, an Order in progress screen appears with a Register for PFML and local taxes button.
A Register for your remaining taxes and share account details in [state] to-do appears on your Gusto Home page while any PFML or local registrations remain outstanding.
You can also open the Registration page directly. Go to Taxes & Compliance → Tax setup and follow the PFML and local tax link for your state.
You’ve already ordered registrations for state unemployment insurance and state income tax. You still need to register for the specific PFML and local agencies your state requires.
You have two options for completing them:
Register on your own through the relevant agency websites. The page links to the state-specific Gusto help center article with step-by-step instructions under Learn how.
Use Middesk’s referral. Middesk completes the registrations for a discounted per-agency rate. The total shown on the page is based on how many agencies you still need to register for. When Middesk finishes each agency, we update your tax details in Gusto automatically.
Click Get started on Middesk using our referral. You are redirected to Middesk’s site to complete the registration and pay Middesk directly. This charge does not appear on your Gusto monthly invoice.
Once Middesk marks a registration complete, we update your tax details in Gusto for you.
The PFML and local Registration page is rolling out and is not available in every state yet. If your state is not supported, follow the state-specific registration article to register on your own.
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: Does this apply to me if I’m in California, Rhode Island, Washington, D.C., or Massachusetts?
A: No. Middesk already includes Paid Family and Medical Leave (PFML) with your state income tax withholding and SUI registration in California, Rhode Island, Washington, D.C., and Massachusetts. You do not need to use this Registration page for PFML in those states.
Q: I registered in Massachusetts before now. Do I need to do anything about PFML?
A: Middesk recently started including PFML by default in Massachusetts registrations. If you registered before this change, check your Tax setup page to confirm your PFML account details are there. If they are missing, email [email protected].
Q: How much does the Middesk referral cost, and how am I billed?
A: The Registration page shows a total based on a per-agency discounted rate multiplied by the number of agencies you still need to register for. You pay Middesk directly on Middesk’s site. This charge does not appear on your Gusto monthly invoice.
Q: Can I see the status of my PFML and local registration in Gusto?
A: Not for this service. Middesk manages the registration and status on their side. Gusto shows your account numbers as soon as Middesk sends them.
Q: Is the PFML and local Registration page available in my state?
A: It is rolling out and is not available in every state yet. If your state is not supported, follow the state-specific registration article for how to register on your own.
Q: I already registered for PFML and local taxes on my own. What do I do?
A: Enter your tax account numbers on the Tax setup page in Gusto. The Register for your remaining taxes to-do resolves automatically as the missing details are filled in.
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.
The VA Department of Taxation assigns your tax deposit schedule and redetermines it annually. It is important to enter your deposit schedule in Gusto accurately to prevent late payments.
If your withholding liability is less than $300 per quarter, your tax payments are due quarterly.
If your withholding liability is between $300 and $2,999 per quarter, your tax payments are due monthly.
If your withholding liability is $3000 or more, your tax payments are due semi-weekly.
More information on VA deposit schedules can be found here.
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.
While TPA is not required for Gusto to make payments and filings for you, 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.
Important: Only the primary user of your tax account can grant Gusto access.
Go to the VEC Employer Self Service (ESS) portal and click Sign in with ID.me.
Sign in with your ID.me account. If you do not have one, create one.
On the User Profile page, select Employer as your user type.
On the ESS Dashboard, click Link Account.
Enter your VEC account number, FEIN (Federal Employer Identification Number), and the total wages reported on your most recently filed tax report. Enter the wage amount with no dollar sign, commas, or extra spaces.
Click Submit.
After VEC verifies your information, your account appears under Your Accounts on the ESS Dashboard.
Deadlines to know about:
July 31, 2026 is the last day to use the old Virginia Department of Taxation website for VEC access.
Starting August 1, 2026, all VEC access moves to the new Employer Self Service (ESS) portal. The steps below reflect the ESS process.
After you've linked your VEC account to the Employer Self Service (ESS) portal:
Go to the VEC Employer Self Service (ESS) portal and sign in with ID.me.
On the Employer Self Service Dashboard, under Your Accounts, find your account and clickManage Users.
Click Invite New User.
Enter [email protected] as the invitee's email address. Enter it exactly as shown—it must match the email address on Gusto's ID.me account, or the invitation will not reach us.
Under Role, selectFull Access.
Click Invite User to send the invitation.
After you send the invitation
Invitations expire after 30 days, or sooner if you enter the account number incorrectly three times.
After we accept the invitation, Gusto becomes your approved TPA.
To view, resend, or delete the invitation, return to the Manage Users screen.
Use this list to find Virginia's tax forms and where to view each one.
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
To view these forms, go to Taxes & compliance, then Tax documents, and select the State tab.
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)
To view these filings, sign in to the Virginia agency portal.
To see what we've paid for you, run the Agency payments report.
Note: The Virginia Department of Taxation requires Form VA-6 by January 31 of the next year, or within 30 days after your company's last paycheck. We file this form only at the end of the year. If your company stops paying wages before then, you will need to file the VA-6 yourself. If you do not file it, we will still submit it on January 31, but the agency may charge a $10 late fee that your company has to pay.
Use this list to reach Virginia's payroll tax agencies by phone or website. It covers income tax withholding and unemployment insurance.
Phone numbers and links can change. If one does not work, search the agency's official website for the latest contact info.
Income tax withholding — Virginia Department of Taxation (DOT): (804) 367-8037
Unemployment insurance — Virginia Employment Commission (VEC): (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.