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 Tax Setup.
- Under “New Mexico 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.
Registering with NM agencies on your own
New Mexico tax agencies
- Income Tax Withholding:
- New Mexico Taxation & Revenue Department
- Unemployment tax
- New Mexico Department of Workforce Solutions for unemployment tax
Register for withholding account
Register with the New Mexico Taxation & Revenue Department
You should receive your account number and tax deposit schedule the same day after registering online.
- Register with the New Mexico Taxation & Revenue Department online.
- Under "Businesses," click Apply for a New Mexico Business Tax ID—or, visit this link.
- Complete the remaining steps.
If you have any questions about registration, you can call the agency directly at (505) 827-0700.
Entering the tax account information in Niural
Once a valid New Mexico 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 Tax Setup.
3. Select Edit on Mexico Tax Setup.
4. Enter your New Mexico Business Tax Identification Number (NMBTIN).
5. Next, under “Filing Status”, enter your current tax deposit schedule. You can find this frequency in the Registration Certificate received from the Department.
The filing frequency can be monthly, quarterly or semiannually.
Your assigned frequency is subject to change annually. Please update the frequency to Niural if it changes.
State unemployment insurance tax (SUI) registration
- If your total wage payments to employees reach or exceed $450 in a given calendar quarter, your company is subject to state unemployment insurance tax.
- If your company has employed at least one individual in New Mexico for any part of the week, and this condition is met for 20 or more different weeks within a calendar year, you are also liable for state unemployment insurance tax.
Running payroll in Niural before you are liable for SUI
If you are in a situation where you need to process payroll but don't currently fulfill the mentioned requirements, Niural allows for it. We recommend that you temporarily include the "New employer SUI tax rate" that is specific to New Mexico in your payroll process.
You'll want to make sure during registration that the New Mexico Department of Workforce Solutions is aware of when you plan to become liable. Eventually, Niural will need:
- Your unemployment account number to file and pay taxes on your behalf.
- Your company-specific unemployment tax rate assigned by the agency.
Registering for unemployment tax
You should receive your Employer Account Number and tax rate instantly after registering online.
- Head to the New Mexico Department of Workforce Solutions site to get started.
- Click Register Now to go to the UI Employer Registration page—learn what you'll need to complete the registration, and enter some early information.
- Click Next.
- Complete all remaining steps.
Heads up: For new employers, the unemployment rate may vary depending on the industry—call the agency at (877) 664-6984 to confirm your account number and rate.
Enter the tax account information in Niural
Once a valid New Mexico work address is 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 Tax Setup.
3. Select Edit on New Mexico Tax Setup.
4. Enter your unemployment account number and tax rate 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.
Workers' compensation assessment fee
The New Mexico Workers’ Compensation Act oversees the administration of the Workers’ Compensation Assessment Fee in the state. It's important to note that this fee is distinct from your Workers’ Compensation insurance policy. As of now, employers with three or more active employees are mandated to have coverage and are obligated to pay the Workers’ Compensation Assessment Fee. This requirement applies even if only one employee is working in New Mexico or if some workers are classified as contractors or temporary employees.
The assessment fee is calculated based on the number of covered workers at the conclusion of each quarter. For more detailed information about the necessary coverage and related regulations, you can refer to the New Mexico Workers’ Compensation Administration site.
How to allow Niural to pay your New Mexico Workers' Compensation Assessment Fee
To have us pay this, update your "New Mexico Workers Comp. Act Coverage" to "Covered" in Niural:
- Click the Company details section and select Tax setup.
- Under "New Mexico Tax Setup”, click on Edit.
- On the "Worker's Comp. Act Coverage." field, select Covered for the New Mexico Workers Comp. Act Coverage.
- Click on Save.
Providing Third party authorization (TPA) to Niural
To guarantee the precision of your New Mexico tax information and facilitate the resolution of tax-related issues, it is crucial to authorize Niural as your third-party agent (TPA). Niural should serve as your designated TPA for the following agencies:
1. NM Taxation and Revenue Department for Withholding (Income Tax)
2. NM Department of Workforce Solutions for Unemployment Tax
Third party access (TPA) for wage withholding tax (New Mexico Taxation and Revenue Department)
To authorize Niural's access to your withholding account online, please follow these steps within your TAP (Taxpayer Access Point) account:
1. Log into your TAP account.
2. In the upper-right corner, choose "Manage My Profile."
3. Select "More Profile Options..."
4. Under "Access," click on "Manage Third Party Access."
5. In this menu, you will find the following options:
- Allowed: Yes
- Default Access: Standard
- Default Account Access: File Returns and Make Payments
6. Ensure that the settings mentioned above are configured accordingly. If they differ, please modify them to match the specified values.
In the event that we encounter any issues accessing your account, we will promptly notify you and request additional information such as your zip code, last payment amount, or the most recent total tax due. This additional information will help facilitate the authorization process.
Third party access (TPA) for unemployment tax—Department of Workforce Solutions
Follow the steps outlined in this guide to designate a third-party agent:
1. Go to the NM Department of Workforce Solutions website.
2. Select the Employer Login icon.
3. Input your User ID and Password, then click Login.
4. On the Employer Homepage, locate and click the Account Maintenance link.
5. Choose the Third Party Administrator (TPA) Authorization link.
6. Click on New.
7. Input Niural's TPA ID: 500003720
8. Click Next.
9. After entering the ID, a page will display Niural's information. Note that Niural's legal business name, Niural Inc, might appear as the Agent Name – follow the provided instructions. Initially, no roles will be assigned to Niural.
10. Specify the date when Niural will commence services for your company. Ensure the TPA start date aligns with the beginning of the Quarter you are commencing with Niural: (Q1 = 01/01, Q2 = 04/01, Q3 = 07/01, and Q4 = 10/01).
11. Check only the following boxes to authorize Niural for these actions:
- Account Maintenance Update and Submit
- Payments Update and Submit
- Employment and Wage Detail Update and Submit
12. Click Save.
13. The page will refresh, displaying a grid illustrating Niural's assigned roles.
14. Once completed, select the Logoff link in the upper-left section of the page to conclude your session.
Resolving common errors with TPA for unemployment tax
To address issues with Third Party Administrator (TPA) for unemployment tax and ensure smooth operations, follow these troubleshooting steps:
Selecting Effective Dates
- Begin Date: Ensure the "begin date" is set to the commencement of the quarter (MM/YY: Q1 = 01/01, Q2 = 04/01, Q3 = 07/01, and Q4 = 10/01). Failure to do so may hinder Niural's ability to file or make tax payments.
- End Date: Leave the TPA "end date" blank.
Prior Payroll Service Provider
- If transitioning from another provider, un-assign roles from the previous provider.
- Update the TPA end date for the prior payroll service provider to reflect the end date for the last quarter they filed for you (Q1 = 03/31, Q2 = 06/30, Q3 = 09/30, and Q4 = 12/31).
- Assign roles to Niural after ending the previous TPA access and roles.
Multiple Locations
- Confirm that Niural has TPA roles for each reporting unit.
- Log into the NM DWS portal.
- From the left menu, select Account Maintenance.
- Choose Third Party Administrator (TPA) Authorization.
- Enter Niural’s TPA ID (500003720) into the search bar and click Search.
- On the Assigned Roles screen:
- For Payment Update and Submission, ensure all units are assigned.
- For Employment and Wage Detail Submission and Update, ensure unit 001 is assigned.
- If any field shows "No units are assigned," click the link for Assign Units, then check the Assign All checkbox.
- Click Save.
If you have any inquiries regarding the assignment of Niural's roles to your account, please contact NMDWS at (877) 664-6984.
Finding account numbers and rate info (if already registered)
If you've already registered in the state, you'll need to enter your tax account details in Niural in order to pay employees.
Find your withholding tax account number and tax deposit schedule
Withholding tax account number (NM Business Tax Identification Number)
If you've run payroll in New Mexico previously and need to locate your NMBTIN (formerly known as the "CRS Identification Number"), you can do so by:
1. Reviewing Form CRS-1 or other notices received from the New Mexico Taxation & Revenue Dept:
- Check any documents, such as Form CRS-1, or other notices that you may have received from the New Mexico Taxation & Revenue Department. Your NMBTIN should be indicated on these forms.
2. Calling the agency at (505) 827-0700:
- Reach out to the New Mexico Taxation & Revenue Department directly by calling (505) 827-0700. They should be able to assist you in retrieving your NMBTIN over the phone.
Tax deposit schedule
Input your current tax deposit schedule, often labeled as "Filing Status" on your Department-issued Registration Certificate, in Niural. This frequency can be monthly, quarterly, or semiannual, subject to potential annual changes. Update the filing frequency in Niural if it changes. For queries about your account number or schedule, contact the agency at (505) 827-0700.
Finding your unemployment account number and rate
Unemployment account number (Employer Account Number)
Find your Employer Account Number (EAN) by reviewing notices from the New Mexico Department of Workforce Solutions, like the "Quarterly Wage and Contribution Report," or by contacting the agency at (877) 664-6984.
Unemployment tax rate
Find your NM Total Tax Rate by either reviewing the "Employer Contribution Rate" notice from the New Mexico Department of Workforce Solutions or calling the agency at (877) 664-6984.
Workers' compensation assessment fee
The New Mexico Workers’ Compensation Act oversees the enforcement of the Workers’ Compensation Assessment Fee in the state.
It is distinct from your Workers’ Compensation insurance policy. Currently, employers with three or more active employees are obligated to obtain coverage and remit the Workers' Compensation Assessment Fee. This requirement applies regardless of whether only one employee is working in New Mexico or if some workers are classified as contractors or temporary employees.
The fee is determined based on the number of covered workers at the conclusion of each quarter. For further details regarding the necessary coverage, you can refer to the New Mexico Workers’ Compensation Administration site.
Allowing Niural to pay your New Mexico Workers' Compensation Assessment Fee
To facilitate payment, modify your "New Mexico Workers Comp. Act Coverage" to "Covered" in Niural by following these steps:
- Navigate to the Company Details section and choose Tax Setup.
- Click on Edit next to the "New Mexico Tax Setup" section.
- Choose "Covered" for the New Mexico Workers Comp. Act Coverage.
- Save your changes.
These adjustments will ensure that your Niural system reflects the updated status of "Covered" for the New Mexico Workers Comp. Act Coverage, facilitating the necessary payments.
Third party authorization (TPA) requirements
Third party access (TPA) for wage withholding tax—New Mexico Taxation and Revenue Department
Granting Third Party Access (TPA) for wage withholding tax with the New Mexico Taxation and Revenue Department involves Niural attempting to access your withholding account online. To facilitate our request approval, follow these steps in your online TAP account:
- Log in to your TAP account.
- In the upper-right corner, choose "Manage My Profile."
- Select "More Profile Options..."
- Under "Access," click on "Manage Third Party Access."
- Within this menu, you will find the following options:
- Allowed: Yes
- Default Access: Standard
- Default Account Access: File Returns and Make Payments
- If the settings above differ, please adjust them to align with the specified values.
In the event that we are unable to view your account, we will notify you and request additional information such as your zip code, last payment amount, or the most recent total tax due.
Third party access (TPA) for unemployment tax—Department of Workforce Solutions
Follow the steps outlined in this guide to designate Niural as a third-party agent:
1. Visit the NM Department of Workforce Solutions website.
2. Click the Employer Login icon.
3. Enter your User ID and Password, and click Login.
4. On the Employer Homepage, click the Account Maintenance link.
5. Click the Third Party Administrator (TPA) Authorization link.
6. Click New.
7. Enter Niural's TPA ID: 500003720.
8. Click Next.
9. After entering the ID, a page will appear with Niural's details. Initially, no roles will be assigned to Niural.
10. Enter the date when Niural will begin performing services for your company.
11. Set the TPA start date to the beginning of the Quarter you are starting with Niural: (Q1 = 01/01, Q2 = 04/01, Q3 = 07/01, and Q4 = 10/01).
12. Select only the following checkboxes to authorize Niural for your company:
- Account Maintenance Update and Submit
- Payments Update and Submit
- Employment and Wage Detail Update and Submit
13. Click Save.
14. The page will update with a grid showing Niural's assigned roles.
15. Once finished, click the Logoff link in the upper-left part of the page to close your session.
For troubleshooting TPA for unemployment tax:
- Ensure effective dates for TPA align with the beginning of the quarter (MM/YY).
- Leave the TPA "end date" blank.
- If switching from another provider, un-assign roles from the prior provider and update their TPA end date.
- Check and assign TPA roles for multiple reporting units:
- Log into the NM DWS portal.
- Select Account Maintenance from the left-menu.
- Choose Third Party Administrator (TPA) Authorization.
- Enter Niural’s TPA ID (500003720) into the search bar and click Search.
- Ensure the Assigned Roles screen has the correct settings.
- If needed, click the link for Assign Units and check the Assign All checkbox.
- Click Save.
Enter the tax account information in Niural
Once a valid New Mexico work address has been added in Niural for one or more employee(s), you can add your tax account information:
- Go to the Company details section in your Niural account.
- Click on Tax Setup.
- Select Edit on New Mexico Tax Setup.
- Input your current designated tax deposit schedule in Niural, often identified as your "Filing Status" on the Registration Certificate provided by the Department. The filing frequency options include monthly, quarterly, or semiannually. Be aware that your assigned frequency may change annually, so it is important to update the filing frequency in Niural if any changes occur later on.here.
- If you don’t have your agency-assigned rate, use the current year's "New employer rate" from here.
Forms Niural files in New Mexico
- Combined Report Form (CRS-1)
- Annual Withholding Form (RPD-41072)
- Wage and Tax Statement (State W2)
- Employer's Quarterly Wage and Contribution Report (ES-903A)
- Workers' Compensation Fee Form (WC-1)
- NM New Hire Report