Before 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 “Indiana 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.
Register for IN income and unemployment tax on your own
Please select the dropdown options below to discover the procedures for registering with state agencies and granting Niural the necessary third-party authorization (TPA) for us to handle specific tax filings and payments on your behalf.
- Indiana Department of Revenue (DOR) - income tax withholding
- Indiana Department of Workforce Development (DOWD) - unemployment tax
Withholding account registration (income tax)
The state of Indiana, along with local municipalities, has varying resources and filing requirements depending on the type of business you operate. After registering for an INBiz account and, if needed, filing with the Secretary of State, you can proceed to register with the Department of Revenue and the Department of Workforce Development.
Register for withholding tax
Upon completing your online registration, you can anticipate receiving your Withholding Account number within approximately 2-3 business days. It's essential to keep this timeframe in mind when planning your first payroll activities in the state. To assist you with the registration process, a checklist of the required items can be found in the BT-1 checklist.
Here's how to register your business:
1. Visit the INBiz website.
2. Scroll down to the bottom of the page and click on "Register Now."
3. Click on the "Getting Started" tab to create an account and initiate the registration process.
4. Follow the provided instructions to establish your business account and register for a Withholding Account.
Upon successful registration, you will receive:
- A 10-digit Taxpayer ID.
- A 3-digit location code.
For most employers with a single location, the location code will typically be "001." However, if you have a consolidated account, your location code is usually "900."
Contact the agency at (317) 232-2240 if you have not received, or need to verify your location code.
Enter the tax account information in Niural
Once a valid Indiana 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 Indiana Tax Setup.
4. Enter your rate name here.
If you don’t have your agency-assigned rate, use the current year's "New employer rate" from here.
Update your rate in Niural only if it differs from the current one.
Register for unemployment tax
Here's how to register for an unemployment account with the Indiana Department of Workforce Development:
1. Visit the Indiana Department of Workforce Development website.
2. Scroll down to the "Resources" section and click on "First Time User."
3. Ensure that you have selected "Employer" on this page, then enter your FEIN (Federal Employer Identification Number) and click "Next."
4. Follow any remaining prompts to complete the registration process.
Upon successful registration, you should receive your unemployment account number instantly through the online registration process.
To determine your unemployment tax rate (referred to as the "total premium rate"), you can find it on the notice you receive from the Indiana Department of Workforce Development in the "Total Premium" box. You can also verify your rate by calling the agency at (800) 437-9136.
Enter the tax account information in Niural
Once a valid Indiana 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 Indiana Tax Setup.
4. Enter your rate name here.
If you don’t have your agency-assigned rate, use the current year's "New employer rate" from here.
Update your rate in Niural only if it differs from the current one.
Local county taxes—based on employee withholding elections (Form WH-4)
Niural uses Form WH-4 to calculate the amount of state income tax and county taxes that need to be withheld from your employees' paychecks for the entire year.
Employers must withhold taxes in the county where an employee resides as of January 1 of each year.
For example, if a person lives in a taxing county on January 1, they will pay that county's resident rate for the entire year, even if they move to a different county later in the year. If a person lives in a county that does not have a tax rate (including out-of-state employees), they will pay taxes to the county of their work location at the nonresident rate. County taxes are paid to the state and then allocated to the appropriate counties.
Entering your employees’ county of residence as of Jan 1 (according to Form WH-4)
Employers must accurately indicate the relevant county for every employee located in Niural. We will send you a reminder, including a to-do item on your Home page, at the end of each year.
Please note:
1. If an employee relocates, their county designation remains unchanged until January 1 of the subsequent year.
2. Employees will continue to observe their previous Indiana county tax on their paystubs for the remainder of the ongoing year.
3. If an employee was not a resident of Indiana as of January 1 of the current year, please input "Out of State."
Enter the county of residence for employees (as of Jan 1, according to Form WH-4)
- Navigate to the Team section under Payroll.
- Select the employee.
- Select the Jobs & Pay tab, and click edit on the “Indiana Taxes” section.
- Change the county.
- Click Save.
If an employee plans to relocate on or before January 1st, you can make the necessary updates to their work and/or home address in Niural. It is essential to ensure that their county selection is also kept accurate during this process.
Third party authorization (TPA)
Authorization from a third party is mandatory for the following agencies:
1. Indiana Department of Workforce Development (DOWD): Third-party authorization is required for payments and filings.
2. Indiana Department of Revenue (DOR): Third-party authorization is needed for amended returns when necessary.
IN DOWD TPA—payments and filings
To grant Niural the necessary access to submit payments and filings to this agency, please follow these steps:
1. Sign in to the Uplink portal by clicking on the following link.
2. After signing in, locate the "Manage Users" section.
3. Under "External Account Authorizations," click on the "Add Agent" button located on the right.
4. To search for our authorization, you can use either our Agent Number: 500004864 or our Business Name: Niural Inc.
5. Select the authorization level as "Wage Records."
6. Make sure to add us as an "External Account User" and not as a "Correspondence Agent."
IN DOR TPA—amended filings
When it comes to filing amendments, it's important to note that they often require a different filing process compared to original returns. In this particular situation, the agency requires that Niural has Power of Attorney (POA) access to your Indiana INTIME online account to enable the submission of amended returns on your behalf.
If we've reached out to you and requested POA access to file amendments, you have two different options for granting us access.
Method 1:
If you've already finished setting up your online INTIME account, you should have received an email from the Indiana Department of Revenue. This email includes instructions on how to authorize our Power of Attorney (POA) access request within the INTIME portal.
For those who haven't registered an INTIME account yet, you can follow the agency's provided instructions to complete the registration process.
In the event that we've requested Power of Attorney (POA) access for your account, the Indiana Department of Revenue will have sent you a pre-filled POA-1 form to the address they have on file for you. Please fill out this form and send it back to the agency through regular mail.
Method 2:
When Niural submitted the request for Power of Attorney (POA) access on your behalf, the Indiana Department of Revenue dispatched a pre-filled POA-1 form to your company's registered address. Complete this form and return it to the agency by postal mail.
To locate your account numbers and rate information (if you've already completed the registration process), please follow these steps.
- If you have previously registered with the state, you must input your tax account details into Niural to facilitate employee payroll processing. It's important to be registered with one or more of the following agencies to enable Niural to efficiently handle tax filing and payment tasks on your behalf:
- Indiana Department of Revenue (DOR) - for income tax withholding.
- Indiana Department of Workforce Development (DOWD) - for unemployment tax.
If you are yet to register, you can access the "Register a Company with the State" dropdown menu above in this article for guidance on the registration process.
How to find your withholding tax account number
Withholding account number
If you have previously processed payroll in Indiana, you can locate your Taxpayer ID (TID) by checking:
1. Notices received from the Indiana Department of Revenue.
2. You may also obtain your TID by contacting the agency at (317) 232-2240.
To find your unemployment account number and tax rate:
- Unemployment Account Number and tax rate
Your Indiana unemployment account number and Premium Rate can be found through:
1. Reviewing notices sent to you by the Indiana Department of Workforce Development.
2. The unemployment rate can be found in the "Total Premium" box on the agency's notice.
3. You can also obtain this information by calling the agency at (800) 437-9136.
If you don't yet have a company-specific unemployment insurance (UI) rate assigned by the agency, you can temporarily use the "New employer SUI tax rate" for Indiana in Niural. Detailed information on new employer rates for each state and instructions on updating the rate once you receive your company-specific rate can be found in the linked article.
For Indiana employee withholding using Form WH-4, Niural calculates the state income tax that should be withheld from your employees. This form is also used by Indiana to determine county taxes for the entire year.
Note: Indiana relies on an employee's location as of January 1st to determine the applicable taxes for the entire year. Therefore, prior to processing your initial payroll for the year, payroll administrators for companies operating in Indiana must ensure the accuracy of address information for eligible employees in Niural.
If an employee plans to move on or before January 1st, you should update their address in Niural by:
1. Updating the work address for the employee.
2. Updating the home address for the employee.
If an employee relocates after January 1st, it's important to continue using their original address for tax purposes. If an address change occurs after January 1, the employee will continue to see their previous Indiana county tax on their paystubs for the remainder of that year.
IN DOWD TPA—payments and filings
In order to grant Niural the necessary access for submitting payments and filings to this agency, please follow these steps:
1. Sign in to the Uplink portal by clicking here.
2. After signing in, locate the "Manage Users" section.
3. Under "External Account Authorizations," click on the "Add Agent" button situated on the right.
4. Search for our access request using either our Agent Number: 500004864 or our Business Name: Niural Inc.
5. Choose the Authorization level as "Wage Records."
6. Make sure to add us as an "External Account User" and not as a "Correspondence Agent."
IN DOR TPA—amended filings
Amendments frequently necessitate an altered filing method compared to original returns. In this context, this agency mandates that Niural obtains Power of Attorney (POA) access to your online Indiana INTIME account to facilitate the submission of amended returns on your behalf.
If we've contacted you requesting POA access to file amendments, you can grant us access two different ways.
Method 1:
If you've already finished setting up your online INTIME account, you should have received an email from the Indiana Department of Revenue. This email includes instructions on how to authorize our Power of Attorney (POA) access request within the INTIME portal.
For those who haven't registered an INTIME account yet, you can follow the agency's provided instructions to complete the registration process.
In the event that we've requested Power of Attorney (POA) access for your account, the Indiana Department of Revenue will have sent you a pre-filled POA-1 form to the address they have on file for you. Please fill out this form and send it back to the agency through regular mail.
Method 2:
After we have submitted the Power of Attorney (POA) access request for your account, the Indiana Department of Revenue will send a pre-filled POA-1 form to the address they have on record for you. Please complete this form and return it to the agency via regular mail.
Entering tax account information in Niural
Once you have successfully added a valid work address for one or more employees in Niural, you can proceed to add your tax account information.
1. Go to the Company details section in your Niural account.
2. Click on Tax Setup.
3. Select Edit on Indiana Tax Setup.
4. Enter your rate.
If you don’t have your agency-assigned rate, use the current year's "New employer rate" from here.
Update your rate in Niural only if it differs from the current one.
Forms we file in Indiana
- Withholding Tax Voucher (WH-1)
- Annual Withholding Tax (WH-3)
- Wage and Tax Statement (State W2)
- New Hire Report
- Quarterly Wage and Employment Report (UC-5A)