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 “West Virginia 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.
Income tax (withholding) account registration
To obtain a West Virginia tax withholding account number, you must first register your business to operate in the state. Here's what you need to know about the registration process and the timelines for receiving your tax account number based on your chosen registration method:
1. Business Registration: You must register your business to do business in West Virginia. You can find more information about the end-to-end process by referring to additional resources.
2. Registration Methods:
- Online Registration: If you choose to register online, you will typically receive your tax account number approximately 1 week after completing the online registration process.
- Mail Registration: If you opt for registration by mail, you can expect to receive your tax account number within a few weeks after submitting your registration via mail.
It's important to keep these timelines in mind when planning your first payroll in West Virginia. To gain a better understanding of the withholding process, you can visit the agency's help page for further information.
Registering for income tax online
To get started with registering your business in West Virginia and obtaining a tax withholding account number, follow these steps:
1. Go to the WV One Stop Business portal to initiate the registration process.
2. Scroll down to the "Online Registration" headline, and click on "One Stop Business Portal."
3. Scroll to the section that says "Not yet registered?" and click on "Create an account here."
4. Enter any required information as requested, and then click "Register" located at the bottom-right of the page to complete the registration process with the agency.
Once you have successfully registered with the agency, it's advisable to authorize Niural as your third-party agent. This will enable Niural to assist in troubleshooting any tax-related issues that may arise.
Entering the tax account information in Niural
Once you've added a valid West Virginia work address for one or more employees in Niural, you can proceed to add your tax account information by following these steps:
- Go to the Company details section and select Jobs and Pay.
- Scroll to the "West Virginia Tax Setup" headline and select Edit.
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Enter your withholding account number.
- If you need to update your account number: Contact us at support@niural.com —there may be tax implications if taxes have already been paid or filed to an incorrect account number.
Unemployment tax registration
In West Virginia, your company typically becomes liable for state unemployment insurance (SUI) tax once it has:
1. Paid $1,500 in wages during a calendar quarter, or
2. Had at least one West Virginia employee working for any part of the week, for 20 or more different weeks during a calendar year.
If your company needs to run payroll but does not meet these liability requirements yet, Niural allows you to do so. In this case, it is advisable to add the "New employer SUI tax rate" specific to West Virginia temporarily.
You can find the new employer rates for each state in the provided article, along with instructions on how to update the rate in Niural once you become liable and receive your company-specific agency-assigned rate. This allows you to manage payroll even if you don't meet the SUI tax liability requirements at the moment.
Register for unemployment tax
To register your business with WorkForce West Virginia and obtain your Unemployment Compensation Account Number and Unemployment tax rate, follow these steps:
1. Register online with WorkForce West Virginia. The registration process may take a couple of weeks to complete. However, if you need your account information sooner, you can contact the agency at (304) 558-2677.
Once you have your Unemployment Compensation Account Number and tax rate, you can enter this tax account information in Niural:
1. Add a valid West Virginia address in Niural for one or more employees.
2. Access the "Company details" section and select "Jobs and Pay"
3. Scroll down to the "West Virginia Tax Setup" section and choose "Edit"
4.Enter your unemployment account number and unemployment tax rate.
5. If you need to update your tax rate, follow the provided instructions. If you need to update your account number, you can contact Niural at support@niural.com. Please be aware that there may be tax implications if taxes have already been paid or filed to an incorrect account number.
Local tax registration
Huntington City tax
Employers in Huntington City are obligated to register their business with the City of Huntington Finance Division. To initiate this registration process, you have two options:
1. Complete the city's online application.
2. Call the City of Huntington Finance Division at (304) 696-5969.
Upon successful registration, you will receive the following information:
- A unique employer ID
- A tax deposit schedule that is specific to Huntington City. This schedule is typically set to "quarterly," unless the agency has informed you otherwise, in which case it may be "monthly."
To ensure that you are in compliance with Huntington City's tax requirements, it is essential to enter this information in Niural. To do so, navigate to the "Tax Setup" section in Niural. This will allow you to enter the received information related to your Huntington City tax obligations.
Parkersburg City tax
Employers in Parkersburg are mandated to register their business with the City of Parkersburg. To begin the registration process, you can contact the City of Parkersburg by either calling (304) 424-8556 or emailing "karen.sisson@parkersburgwv.gov."
Upon registration, you will be provided with a unique employer ID. It's crucial to enter this unique ID in Niural to ensure compliance with the City of Parkersburg's tax requirements. To do so, go to the "Tax Setup'' section in Niural. This will allow you to enter the received unique employer ID related to your tax obligations in Parkersburg.
Find account numbers and rate info (if already registered)
If you've previously registered your business in the state of West Virginia, you will need to enter your tax account details in Niural to facilitate payroll processing and tax payments for your employees. To ensure that Niural can file and pay taxes on your behalf, you must be registered with one or more of the following agencies:
1. West Virginia State Tax Department – for income tax withholding.
2. WorkForce West Virginia – for unemployment tax.
Having these tax accounts properly set up in Niural will enable the platform to manage your tax-related obligations efficiently.
Find your withholding tax account number or tax deposit schedule
If you're already registered in West Virginia or have previously run payroll in the state, you can find your withholding tax account number by following these methods:
1. Reviewing Notices: Check any notices you have received from the WV State Tax Department, as they often contain your withholding tax account number.
2. WV One Stop Business Portal: Sign in to the WV One Stop Business portal, where you can access your account information, including your withholding tax account number.
3. Contacting the Agency: If you have trouble finding your account number, you can contact the WV State Tax Department directly at 304-558-3333 for assistance.
For your unemployment account number and rate, as well as information about exempt owners' wages, you can refer to the appropriate notices and documents provided by the relevant agencies.
Unemployment account number
For businesses that have previously run payroll in West Virginia, you can find your Unemployment Compensation Account Number by using the following methods:
1. Review Notices: Check any notices you have received from WorkForce West Virginia, such as the Quarterly Contributions Report (WVUC-A-154), as they often contain your Unemployment Compensation Account Number.
2. Contact the Agency: If you have trouble finding your account number or need assistance, you can contact WorkForce West Virginia directly at (304) 558-2677. They will be able to provide the necessary information and support for your unemployment tax account.
Unemployment tax (contribution) rate
To find your West Virginia Contribution Rate for unemployment tax, you should check the Notice of Contribution Rate that you receive from WorkForce West Virginia. This notice will specify your company-specific contribution rate.
If you don't know your company-specific rate or haven't received it yet, it's important to ensure that you're properly registered with WorkForce West Virginia. You can then call the agency at (304) 558-2677 to inquire about your contribution rate.
In the event that you don't have your contribution rate yet, you can use a temporary "new employer" rate in Niural to continue processing payroll. You can refer to a state-by-state list of new employer unemployment rate ranges and wage bases, which are not company-specific but can serve as a temporary solution.
Enter the tax account information in Niural
Once a valid West Virginia address has been added in Niural for one or more employee(s), you can add your tax account information:
- Click the Company details section and select Tax setup.
- Scroll to the "West Virginia Tax Setup" headline and select Edit.
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Enter applicable account numbers and rates.
- If you need to update your account number: Contact us at support@niural.com—there may be tax implications if taxes have already been paid or filed to an incorrect account number.
How to authorize Niural with West Virginia agencies
Authorizing Niural with the WV Department of Revenue
In order for Niural to file and pay your taxes to the West Virginia Department of Revenue, you'll need to grant Niural third-party access.
To grant Niural third-party access for filing and paying your taxes to the West Virginia Department of Revenue, follow these steps:
1. Log into the West Virginia MyTaxes Website.
2. Select "Settings."
3. Under the "I Want To" section, choose "Manage My Account Access."
4. Select the "Grant Third Party Access" link.
5. In the "3rd Party Logon" box, enter: Niural.
6. In the "3rd Party Email" box, enter: compliance@niural.com.
7. Select "Next."
8. Verify that the correct 3rd party (Niural) has been identified.
9. Select the link that indicates "This is the correct 3rd party."
10. Choose the accounts to grant Niural access to, and set the "Access Level" as "File & Pay." Then, click "Submit."
Once you have approved Niural as your third-party agent (TPA) with the agency, return to the Company details section in Niural and select "Tax Setup." Scroll to the "West Virginia Tax Setup" section, and under "MyTaxes Access Request," select "Yes, I have accepted your request," and click "Save."
This will complete the process of granting Niural access to file and pay your taxes on your behalf with the West Virginia Department of Revenue.
Forms we file in West Virginia
- Annual Reconciliation of Income Tax Withheld (WV/IT-103)
- Employer's Monthly Return of Income Tax Withheld (WV/IT-101V)*
- Employer's Quarterly Return of Income Tax Withheld (WV/IT101Q)
- W-2 Transmitter Summary (WV/IT-105)
- Wage and Tax Statement (State W2)
- Quarterly Contribution Report (WVUC-A-154)
- New Hire Report
- Various local returns