Prior to issuing payments to employees, ensure that you've completed the payroll registration process in the relevant state of their employment. This might take a few weeks, so beginning early is advisable to get the necessary tax account details for payment purposes.
Niural collaborates with Middesk to assist you in the state registration process. For additional information, please explore the details provided below.
Let Niural register for you
Niural partners with Middesk to help you register your business in new states.
How it works
On adding a new work address in a different state or recruiting a new employee who has been allocated a work address in that state, you can access registration support within Niural.
The pricing is subject to change based on the state.
Here's an overview of the procedure:
1. Provide essential business details.
2. Niural and Middesk will verify the accuracy of the information.
3. Registration applications are normally sent within 3-5 business days.
4. Look out for registration details from Middesk in the mail.
5. Middesk can guide you through entering any data they don't handle on your behalf through Niural.
Initiate the state tax registration process
- Sign in to Niural as an employer.
- Navigate to the Company tab under Company.
- Select Jobs and Pay.
- Under “Hawaii Tax Setup”, click Let Niural register for you.
Note: Niural can only register for you if you don't yet have a state account already.
- Enter company information on Middesk.
- Once you submit your order, we will send you email updates regarding the status. The total cost of your order will be added to your upcoming monthly invoice.
- Check the status of your order
- Once your order is finalized, you will receive emails from both Niural and Middesk. These emails will outline the subsequent actions, including:
1. Reviewing registration information.
2. Any additional state-specific instructions.
Before your order is finalized, you can use the link provided in the state registration confirmation email from Niural to track the progress of your order.
Cancel your order
If an order is already completed, you'll need to contact Middesk to cancel.
If an order is in progress you can email us at support@niural.com.
You'll be refunded, but it can take a few business days to process.
Tax authorities in Hawaii
-
Hawaii Department of Taxation, responsible for income tax withholding.
-
Hawaii Department of Labor & Industrial Relations, overseeing unemployment tax matters.
Registering for income tax withholding
The online registration procedure typically takes 2-3 days, so it's important to consider this timeframe when planning your initial payroll activities in Hawaii.
If you choose to register by mail, your request will be processed within 3 weeks.
Alternatively, if you prefer an expedited process, you can register in person at a local Hawaii Department of Taxation office, and it will be processed on the same day.
To initiate the registration process, we recommend using the Wizard provided by the Hawaii Department of Taxation to guide you through the steps.
- You can access Form BB-1, which is required to request a withholding (WH) account number, by clicking on "Register New Business License" under the Registration section.
- If you already have login credentials, you also have the option to add a withholding account on Hawaii Tax Online.
Enter the tax account information in Niural
After adding a valid Hawaii address for one or more employees in Niural, you can proceed to input your tax account information as follows:
- Click on the Taxes & Compliance section and choose Tax setup.
- Scroll down to the "Hawaii Tax Setup" heading and click on Manage taxes.
- Enter your withholding account number. The format of your Hawaii Withholding ID will be WH-000-000-0000-01 (or -02).
If your account number starts with letters other than "WH" (e.g., "GE"), it means that this account number is not associated with withholding tax. In such a case, you should either register for a withholding tax account number using Form BB-1 or add a withholding account on Hawaii Tax Online.
If you need to update your account number, please contact us through the Help or Priority Support section of your account. Keep in mind that there may be tax implications if taxes have already been paid or filed under an incorrect account number.
Add Niural as the Third Party Administrator (TPA) for withholding taxes
While it's not mandatory to designate Niural as your Third-Party Administrator (TPA) for filing and paying withholding taxes on your behalf, having online access can be beneficial for addressing notices and handling other matters on your behalf.
Niural may independently request access to your withholding tax account directly from the state agency, and usually, it won't necessitate any action from your side. If there are any issues in accessing your online withholding account, we will contact you for assistance in resolving the matter.
Register for unemployment tax
New employers in Hawaii must complete the online registration process with the Department of Labor & Industrial Relations (DLIR) within 20 days of hiring an employee. Upon successful registration, you should expect to receive your account number and contribution rate via email immediately.
If you encounter any difficulty locating your account number or rate, you can contact the agency directly at (808) 586-8915 for assistance.
For general information regarding new employer rates and wage bases, you can refer to this article that provides state-by-state information, although please note that it may not be specific to your company.
Enter the tax account information in Niural
Once a valid Hawaii work address has been added in Niural for one or more employee(s), you can add your tax account information:
1. Go to the Company details section in your Niural account.
2. Click on Jobs and Pay.
3. Select Edit on Hawaii Tax Setup.
4. Include your unemployment account number and the experience rate. Exclude the E&T (Employment and Training) rate component in this field.
- To update your account number, you can reach us at support@niural.com . Note that there may be tax implications if taxes have already been paid or filed to an incorrect account number.
Adding Niural as a Third Party Administrator (TPA) for unemployment taxes
To create a Hawaii DLIR online profile and grant Niural authorization, follow these steps:
Before you begin, ensure you have the following information on hand:
- Hawaii Unemployment Insurance (UI) Account Number:
- For existing Niural customers: Find it in Niural by clicking the Taxes & Compliance section, selecting Tax setup, and scrolling to the Hawaii Tax Setup section.
- For new Niural customers: Locate this number on the annual tax rate notice from the DLIR.
- Company’s FEIN and Business Name.
- Recent quarter’s Total Wages Paid in Hawaii (the website may ask you for information for more than one quarter):
- For new Niural customers: Find your Hawaii Quarterly Wage, Contribution, and Employment and Training Assessment Report. Total Wages Paid is on Line 6.
- For existing Niural customers: Locate this amount in Niural by clicking the Company section, selecting Documents, and finding the Quarter Package for the requested quarter(s). Total Wages Paid is on Line 6.
Here are the steps to create your Hawaii DLIR online profile:
1. Navigate to the Hawaii Department of Labor & Industrial Relations (DLIR) agency website.
2. Click on "Get Started" under the “For Employers” heading, which will take you to the Employer landing page.
3. Select "Create Online Profile" to create an employer online user profile for your existing UI Account Number.
4. Complete the setup of your profile.
5. After 7 business days, log in to your Hawaii online profile and accept Niural’s authorization request.
6. Your company’s Administrator must log in to Employer Services on the agency website using their new Online Business ID, their email address, and a new password.
7. Click on “User Management” on the right-hand side.
8. Approve Niural's access request.
9. Click "Edit" for Niural and assign the following rights:
- Account Inquiry
- Enter Quarterly Wage Data
- Submit Quarterly Wage Data
- Forms
- Payments
- Request Credit Refunds
- Notifications
10. DO NOT select Niural for any of the following roles: File Weekly Report of Low Earnings, Appeals, or E-Response.
11. If you have any questions, contact the agency at (808) 586-8915 or refer to the user guide (Pages 1-11).
Once you've authorized Niural, follow these additional steps:
12. Log in to Niural.
13. Click on the Jobs and Pay section under Company details.
14. Scroll to the Hawaii Tax Setup section.
15. Click on Edit.
16. Next to UI Registration, select the radio button for "Yes, I have authorized Niural."
18. Click "Save."
Troubleshooting TPA for unemployment taxes
To ensure that Niural has the necessary authorization for handling your unemployment taxes in Hawaii, please confirm the following:
- You have successfully registered in the agency's employer portal.
- The Unemployment Account Number you provided to Niural matches the information on file with the Hawaii Department of Labor and Industrial Relations.
- You have assigned Niural sufficient rights and permissions, enabling us to file and pay on your behalf.
If you encounter an error message while creating your profile in DLIR’s system, it may be due to a missing prior period filing. To resolve this issue, please contact the appropriate representative for your island:
- Oahu:
- Phone: (808) 586-8915
- Email: dlir.ui.empsvc@hawaii.gov
- Hawaii (Big Island):
- Phone: (808) 974-4325
- Email: dlir.ui.empsvc.hilo@hawaii.gov, dlir.ui.empsvc.kona@hawaii.gov
- Kauai:
- Phone: (808) 274-3025
- Email: dlir.ui.empsvc.kauai@hawaii.gov
- Maui-Molokai:
- Phone: (808) 984-8410
- Email: dlir.ui.empsvc.maui@hawaii.gov
Temporary disability insurance
In Hawaii, employers are obligated to provide Temporary Disability Insurance (TDI) coverage for eligible employees to assist in covering non-work-related injuries and illnesses. Employers have the option to either cover the entire cost themselves or withhold up to 0.5% of eligible employees' wages (up to the annual maximum set by the state) to share the cost of coverage.
It's important to note that Niural does not handle TDI payments, as these are directed to private TDI insurance carriers chosen by your company. If you decide to share the TDI cost with eligible employees, Niural will deduct this amount from the employees' wages during payroll processing. However, this deducted amount will remain in your bank account, allowing you to transfer it to your chosen insurance carrier.
To set up Hawaii TDI for your employees through Niural, follow these steps:
1. Sign in to your Niural profile.
2. Navigate to the Jobs and Pay under Company details..
3. Scroll down to the "Hawaii Tax Setup" section and click on Edit.
4. Under the "TDI Employee Deduction," choose either "Yes, deduct up to 0.5% from employees" if you want your employees to contribute to the TDI cost, or "No, don't deduct my employees for TDI" if you intend to cover the full TDI cost for your employee(s).
To set up Hawaii TDI for your employees, sign into your Niural profile and:
- Click the Taxes & compliance section and select Tax Setup.
- Scroll down to "Hawaii Tax Setup".
- Click on Manage Taxes.
- Next to "TDI Employee Deduction", click the blue edit pen.
- Select either "Yes, deduct up to 0.5% from employees" if you want your employees to contribute to the cost of TDI, or "No, don't deduct my employees for TDI" if you will be covering the full cost of TDI for your employee(s).
Find account numbers and rate info (if you're already registered)
Withholding tax ID
For businesses that have previously run payroll in Hawaii and need to retrieve their Tax ID (Withholding ID), here are the steps to do so:
1. Review Notices: Check for notices received from the Hawaii Department of Taxation, such as the "Withholding Tax Return (Form HW-14)." Your Tax ID should be indicated on these notices.
2. Contact the Agency: You can also contact the Hawaii Department of Taxation directly at (800) 222-3229 to obtain your Tax ID.
3. Verify the Format: Ensure that your Tax ID follows the format WH-000-000-0000-01 (or -02). The agency no longer accepts customer IDs in the format W00000000-00.
4. Online Search: If your Tax ID starts with a "W" or if you have trouble locating your withholding account number beginning with "WH" (indicating withholding tax), you can use the following steps:
- Visit the Hawaii Department of Commerce and Consumer Affairs website.
- Scroll down and click on "Search Licenses."
- Enter your company name in the "Taxpayer Name" field and click "Search."
5. Registration: If you do not find an account number that starts with "WH," it means you need to either register for a withholding tax account number using Form BB-1 (found by clicking "Register New Business License" under Registration) or add a withholding account on Hawaii Tax Online if you already have login credentials.
Add Niural as a Third Party Administrator (TPA) for withholding tax
While it is not mandatory to designate Niural as your Third-Party Administrator (TPA) for filing and paying withholding taxes on your behalf, having online access can be advantageous for addressing notices and managing issues on your behalf.
Niural may independently request access to your withholding tax account directly from the state agency, and typically, this won't necessitate any action from your side. However, if there are any difficulties in accessing your online withholding account, we will reach out to you for assistance in resolving the issue.
Unemployment taxes
To locate your UI (Unemployment Insurance) Account Number for Hawaii, you can follow these steps:
1. Review Notices: Check for notices received from the Hawaii Department of Labor and Industrial Relations, specifically the "Contribution Rate Notice" or "Quarterly Wage Report (Form UC-B6)." Your UI Account Number should be indicated on these notices.
2. Contact the Agency: You can also contact the Hawaii Department of Labor and Industrial Relations directly at (808) 586-8915 to obtain your UI Account Number.
Please remember not to include the E&T (Employment and Training) rate component when entering your rate in Niural. If you are uncertain about your rate, you can verify it by calling the agency at the same number: (808) 586-8915.
Adding Niural as a Third Party Administrator (TPA) for unemployment tax
To grant Niural authorization to file and pay unemployment taxes on your behalf in Hawaii, please follow these steps:
1. Create a Hawaii DLIR Online Profile:
- Gather the following information before starting the registration process:
- Hawaii Unemployment Insurance (UI) Account Number.
- For existing Niural customers: Find it in Niural by navigating to the Jobs and Pay section, and scroll to the Hawaii Tax Setup section.
- For new Niural customers: Locate this number on the annual tax rate notice from the DLIR.
- Hawaii Unemployment Insurance (UI) Account Number.
- Company’s FEIN and Business Name.
- Recent quarter’s Total Wages Paid in Hawaii (the website may ask you for information for more than one quarter).
- For new Niural customers: Locate your Hawaii Quarterly Wage, Contribution, and Employment and Training Assessment Report. Total Wages Paid should be found on Line 6.
2. Navigate to the Agency Website:
- Visit the Hawaii Department of Labor & Industrial Relations (DLIR) agency website.
- Click on "Get Started" under the “For Employers” heading, which will take you to the Employer landing page.
3. Create an Online Profile:
- Click on "Create Online Profile" to create an employer online user profile using your existing UI Account Number.
- Complete the setup of your profile.
4. Accept Niural’s Authorization Request:
- After 7 business days, log in to your Hawaii online profile.
- Your company’s Administrator should log in to Employer Services on the agency website using their new Online Business ID, email address, and new password.
- Click on “User Management” on the right-hand side.
- Approve Niural's access request.
- Click "Edit" for Niural and assign the following rights:
- Account Inquiry
- Enter Quarterly Wage Data
- Submit Quarterly Wage Data
- Forms
- Payments
- Request Credit Refunds
- Notifications
- Click "Edit" for Niural and assign the following rights:
DO NOT select Niural for any of the following roles: File Weekly Report of Low Earnings, Appeals, or E-Response.
5. Troubleshooting TPA for Unemployment Tax:
- To ensure authorization, confirm the following:
- You have registered in the agency's new employer portal.
- The Unemployment Account Number you provided to Niural matches what is on file with the Hawaii Department of Labor and Industrial Relations.
- Sufficient rights have been assigned to Niural for filing and paying on your behalf.
- If you encounter an error message while creating your profile, it may be due to a missing prior period filing. To resolve, contact the representative for your island (contact details provided).
6. Confirm Authorization with Niural:
- Log in to Niural.
- Select the Jobs and Pay under Company details.
- Scroll to the Hawaii Tax Setup section.
- Click on Edit
- Under UI Registrations, select the radio button for "Yes, I have authorized Niural."
- Click on Save.
Troubleshooting TPA for unemployment tax
To ensure that Niural has the necessary authorization to manage your unemployment tax filings and payments in Hawaii, please confirm the following:
Registration in the Agency's New Employer Portal:
Make sure you have registered in the Hawaii Department of Labor and Industrial Relations (DLIR) agency's new employer portal.
Matching Unemployment Account Number:
Verify that the Unemployment Account Number you have provided to Niural matches the information on file with the Hawaii Department of Labor and Industrial Relations.
Sufficient Rights Assigned to Niural:
Ensure that you have assigned Niural sufficient rights and permissions so that we can effectively file and pay on your behalf.
If you encounter an error message while creating your profile in DLIR's system, it may be due to a missing prior period filing. To resolve this issue, please contact the representative for your island:
-
Oahu:
- Phone: (808) 586-8915
- Email: dlir.ui.empsvc@hawaii.gov
-
Hawaii (Big Island):
- Phone: (808) 974-4325
- Email: dlir.ui.empsvc.hilo@hawaii.gov, dlir.ui.empsvc.kona@hawaii.gov
-
Kauai:
- Phone: (808) 274-3025
- Email: dlir.ui.empsvc.kauai@hawaii.gov
-
Maui-Molokai:
- Phone: (808) 984-8410
- Email: dlir.ui.empsvc.maui@hawaii.gov
Enter the tax account information in Niural
Once you've added a valid Hawaii address in Niural for one or more employees, you can proceed to add your tax account information by following these steps:
1. Go to the Company details section in your Niural account.
2. Click on Jobs and Pay.
3. Select Edit on Hawaii Tax Setup.
4. Enter the withholding account number. The format of your Hawaii Withholding ID will be WH-000-000-0000-01 (or -02).
-
It's crucial to note that if your account number starts with letters other than "WH" (such as "GE"), it indicates that this account number is not designated for withholding tax purposes. In such cases, you have two options:
- Register for a Withholding Tax Account Number: You can register for a withholding tax account number by completing and submitting Form BB-1.
- Add a Withholding Account Online: Alternatively, you can add a withholding account online through Hawaii Tax Online if you already have a login.
- If you find the need to update your account number, please contact us through the Help or Priority Support section of your Niural account. It's important to be aware that there may be tax implications if taxes have already been paid or filed to an incorrect account number. Therefore, it's advisable to ensure that your account information is accurate and up-to-date to prevent any potential issues.
Temporary disability insurance
In Hawaii, employers are mandated to provide Temporary Disability Insurance (TDI) coverage for eligible employees to assist them in managing non-work-related injuries and illnesses. Employers have the flexibility to choose how to handle the cost of this coverage, which can be either entirely covered by the employer or shared with eligible employees by withholding up to 0.5% of their wages (up to the maximum amount set annually by the state).
It's important to note that Niural does not process TDI payments since these payments are directed to private TDI insurance carriers obtained by your company. However, if you opt to share the TDI cost with eligible employees, Niural will still deduct this amount from the employees' wages when you run payroll. The deducted amount will remain in your bank account, allowing you to pass it along to your chosen insurance carrier.
To set up Hawaii TDI for your employees through Niural, follow these steps:
- Sign in to your Niural profile.
- Navigate to the Jobs and Pay section under Company Details.
- Scroll to the "Hawaii Tax Setup" section.
- Click on Edit.
-
Next to "TDI Employee Deduction", choose either of the following options:
- "Yes, deduct up to 0.5% from employees" if you want your employees to contribute to the cost of TDI.
- "No, don't deduct my employees for TDI" if you intend to cover the full cost of TDI for your employee(s).
Forms we file in Hawaii
- Hawaii Withholding Tax Return (HI HW-14/VP-1)
- Hawaii Annual Withholding Reconciliation (HI HW-3)
- Wage and Tax Statement (State W2)
- HI New Hire Report
- Hawaii Quarterly Contribution (SUI) (HI UC-B6)