New York State Tax Guide

State tax registration guide for New York

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Need to register taxes in another state? Review the State Tax Guide section in our Tax Services Toolkit. 

 REQUIRED REGISTRATIONS

  • Unemployment Insurance: New York Department of Finance

  • Income Tax Withholding: New York Department of Labor

 

 REQUIRED INFORMATION

  • SIT ID # (format: XXXXXXXXX)

  • SIT payment frequency

  • SUI ID # (format: XX-XXXXX or XXXXXXX-X)

  • Current year SUI rate

  • PrompTax Code (format: XXXXXX) (instructions)

 

Required Information for Localities

Your Namely Payroll setup may include several New York tax codes, based on your company's details. All New York Local taxes (NYC, Yonkers, etc.), New York Disability Insurance, and Metropolitan Commuter Transportation Mobility use the same ID as New York State Tax. New York Re-Employment Service Fund (RSF) uses the same ID as New York Unemployment tax. 

Regardless of the locality, all local New York withholding & MCTMT taxes have the same ID # as SIT without the dash (listed above.)


 

REGISTERING FOR STATE UNEMPLOYMENT AND INCOME TAX

Go to the New York Business Registration website and click Apply Online. This is where you'll register for your applicable employment tax accounts.


TIP:

Future-date registration is possible for this state's unemployment insurance and income tax withholding! 

Once registered, you'll receive your income tax withholding and unemployment insurance IDs, and your unemployment insurance rates, which you will need to enter into Namely Payroll under Company > Tax screen (New York State Tax, and Unemployment Tax.)If you have run payroll in New York in the past, you can find your income withholding tax and unemployment insurance numbers, as well as your unemployment insurance rates, on your quarterly return Form NYS-45.

 

CONTACT:

If you are having trouble locating your income tax withholding ID or online access information, contact the agency at (518) 485-6654. 

If you are having trouble locating your unemployment insurance ID or rate, contact the agency at (888) 899-8810. 

Registering for PrompTax Code

New York requires that Service Providers pay withholding tax through an electronic filing and funds transfer program called PrompTax. You can register for a PrompTax Code by clicking on the instructions here.  

CONTACT:

Call the agency at (518) 485-6654 if you need further assistance. 

ADDITIONAL REQUIRED STATE TAXES

NY-SDI

New York is one a few states that requires employers to provide disability benefits coverage to employees for an off-the-job injury or illness. This is administered through a state-run program called the New York State Insurance Fund (NYSIF) which you must sign up for if you wish to provide. 

Alternatively, any large benefit carriers can establish proper disability benefits coverage for your Company.  Refer to the NYSIF site here for employee withholding amounts to help fund this policy. It is important to note that the premiums due under disabilities benefits coverage are typically in excess of the amount withheld from the employees; the two are not correlated.

Namely does not remit payments to NYSID or your carrier. The withholding amount will be reflected on the employee’s paycheck, however, you retain these funds to remit at the of each quarter.   

New York Metropolitan Commuter Transportation Mobility Tax

If you are an employer in the State of New York, and you meet the State's wage threshold, you are required to submit the New York Metropolitan Commuter Transportation Mobility Tax (NY MCTMT). Please find NY's MCTMT wage threshold table below for your reference. For more detailed information about this tax, please go to the New York State website.

We recommend using an appropriate withholding rate based on your company's estimated wages for NY MCTMT employees during a specific quarter or year. Please be sure to add the withholding rate to your Tax page by navigating to Namely Payroll > Company > Tax.

This tax is due 3 business days after your pay cycle pay date. Namely will not collect this tax if you do not enter the rate in Namely Payroll.

  • If you meet the wage threshold liable for this tax at the end of the quarter, Namely will collect the balance due as a variance.

    • Note: You may be subject to penalties and interest due to late submissions.

  • If you do not meet the wage threshold for this tax at the end of the quarter and you have already entered a rate for this tax in Namely Payroll, the State of New York will issue a refund directly to our organization for overpayment of tax.

NY-PFL

If you are an employer in the State of New York with one or more employees, you are required to obtain Paid Family Leave Insurance. For more information, check out the Agency website.

To get started, contact your broker or insurer for information about available policies as well as occurrence options for paying your premium.

  • Note: This insurance is generally added as a rider on an existing disability insurance policy, but it does not replace it.

Namely does not remit payments to NY or your carrier. Any uncollected funds related to this tax will show in your Payroll Summary and will be remitted to the appropriate parties.

New York Interest Assessment Surcharge Tax

State law requires that New York State businesses pay the Interest Assessment Surcharge (IAS) on the federal loan.  All businesses that pay unemployment insurance (UI) contributions to the State are liable for this tax.

You will be notified of the IAS rate along with information about how to pay the tax directly to the Agency. Please note this tax is not collected or remitted by Namely. 

Additional Information

POWER OF ATTORNEY FORMS

Please note, Namely does not require a Power of Attorney for this state at this time. It is not required to file or remit payments on your behalf. If one is needed to resolve a tax matter, the tax notice team will request one from you at that time.

If a Power of Attorney is requested from you, you should email completed copies of the forms namelyPOA@Namely.com with the CID in the subject line for processing. We will update our system and maintain a copy of each form for record-keeping purposes

For additional information on Power of Attorney, read Completing the Power of Attorney Package.


STATE INCOME WITHHOLDING FORMS

Namely uploads Federal and State W-4 documents to your HRIS site for use during Onboarding, or if you need to send W-4s to employees who need to make withholding adjustments. 

TIP:

The most up to date W-4 documents can be found in the Namely section of the Document dropdown menu in Onboarding and Manage eSignature.

Form Name: IT-2104

Accepts Federal W-4: Yes

Comments: To ensure accuracy in withholding amounts, all employees should file a Form IT-2104, Employee's Withholding Allowance Certificate. Employees who have not filed federal Form W-4 or who wish to claim allowances other than those claimed for federal withholding tax purposes should complete Form IT-2104.

PAYROLL + TAX FACTS

Refer to this document for more information:2022-2023 Federal and State: Payroll and Tax Fact Sheet.