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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.
Gusto works with Middesk to help you register your business in new states.
For now, this includes: Georgia, Hawaii, Indiana, Iowa, Louisiana, Mississippi, Nebraska, North Dakota, South Carolina, Utah, Virginia, and Wisconsin.
What you need to do
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
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.
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].
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.
Some reminders
When your order is complete, you’ll get emails from Gusto and Middesk. They’ll detail the next steps, which include:
Before your order is done, you can check the order status in your Gusto account:
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
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:
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:
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: When
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.
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.
Click the dropdowns below to learn how to register with state agencies—don't forget to give Gusto the third-party authorization (TPA) we'll need to file and pay certain taxes on your behalf.
Indiana does not have any one single, comprehensive business license. However, all businesses operating in Indiana are subject to regulatory requirements that may involve several state agencies.
INBiz is Indiana’s one-stop resource for registering and managing your business and ensuring it complies with state laws and regulations. After you set up an INBiz account and file with the Secretary of State (if necessary), you can register with:
About 2–3 business days after you register online, you'll get a:
Here's how to start registration:
Find your Taxpayer ID
You can find your 10-digit Taxpayer ID (TID) followed by your 3-digit location code by:
Find your location code
To find your 3-digit location code in your INTIME account:
Federal Employer Identification Number (FEIN) reminder
For Gusto to pay and file your taxes successfully, your FEIN and Taxpayer ID in Gusto must exactly match what an agency has on record. Go to your INTIME account to confirm:
Once a valid Indiana work address has been added in Gusto for one or more employee(s), you can add your tax account information:
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.
Most companies become liable for Indiana unemployment insurance tax once you've paid one Indiana-employee at least $1.00—this threshold varies by business type (general, non-profit, etc), so we recommend calling the Department of Workforce Development at (800) 891-6499 to see when your company will be liable.
If you need to run payroll but cannot register for unemployment tax yet, you can add the "New employer tax rate" specific to Indiana in the meantime. Update the rate to your company-assigned rate when you get it.
You should get your unemployment account number instantly after registering online. Your unemployment tax rate (“total premium rate”) will be on the notice you get from the Indiana DOWD.
As a reminder, you'll also need to enter Standard Occupational Classification (SOC) codes for your employees in Indiana.
Once a valid Indiana work address has been added in Gusto for one or more employee(s), you can add your tax account information:
Gusto uses Form WH-4—which your employees fill out—to determine how much state income tax is withheld, and to determine the amount of country taxes for the year.
Employers are required to withhold taxes in the county where an employee lives—this is based on the address an employee lived at on Jan 1 of each calendar year.
County taxes are paid directly to the state, but get allocated to the appropriate counties. You can find a list of IN counties with active tax rates here.
Employers must report each employees’ county in Gusto—we’ll remind you with a to-do item on your Home page at the end of each year.
A few reminders:
Enter the county of residence for employees (as of Jan 1, according to Form WH-4)
If an employee plans to move on or before January 1st, you can update their work and home address in Gusto—you'll still want to make sure their county is correct too.
If you've already registered in the state, you'll need to enter your tax account details in Gusto.
You'll need to be registered with one or more of the below agencies in order for Gusto to file and pay taxes on your behalf:
If you still need to register, click the applicable dropdown above in this article.
If you've run payroll in Indiana before, you can find your 10-digit Taxpayer ID (TID) followed by your 3-digit location code by:
Find your 3-digit location code in your INTIME account:
Federal Employer Identification Number (FEIN) reminder
For Gusto to pay and file your taxes successfully, your FEIN and Taxpayer ID in Gusto must exactly match what an agency has on record. Go to your INTIME account to confirm:
Your Indiana unemployment account number and Premium Rate can be found by:
If you don't have your assigned rate yet, enter the new employer rate for Indiana in Gusto in the meantime—update the rate once you receive it.
Don't forget to give Gusto the third-party authorization (TPA) we'll need to file and pay certain taxes on your behalf.
As a reminder, you'll also need to enter Standard Occupational Classification (SOC) codes for your employees in Indiana.
Gusto uses Form WH-4—which your employees fill out—to determine how much state income tax is withheld, and to determine the amount of country taxes for the year.
Heads up
Indiana uses an employee's location as of Jan 1 each year to determine the taxes for the entire year—before you run your first payroll each year, confirm the address information for all Indiana employees is up-to-date.
If an employee plans to move on, or before January 1st, update their address in Gusto:
If they're moving after Jan 1, you should continue to use their original address. If you change the address after Jan 1, the employee will see their previous Indiana county tax on their paystubs for the remainder of that year.
Once a valid Indiana address has been added in Gusto for one or more employee(s), you can add your tax account information:
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.
Third-party authorization is required for the below agencies:
To give Gusto the required access we'll need to submit payments and filings to this agency:
Amendments often call for a different filing method than original returns. The DOR requires that Gusto has Power of Attorney (POA) access to your online Indiana INTIME account to submit amended returns on your behalf.
If we've contacted you requesting POA access to file amendments, you can give us access in two different ways.
If you already have an INTIME account, you should've gotten an email from the Indiana Department of Revenue with instructions for how to approve Gusto's POA access request in your INTIME portal.
If you still need to register for an INTIME account, use the INTIME user guide to get started.
When Gusto requested POA access for your account, the Indiana Department of Revenue sent the company a pre-filled POA-1 form to the address they have on file. Fill out the form and mail it back to the agency.
How to find forms in your account
Asterisk info (if applicable)
If a form has a star (*) next to it, it will not show up in your tax documents in Gusto. These forms are usually payment vouchers or other forms (ex. coupons) filed electronically.
You can check if tax payments were made by running an "Agency Payments" report.