Oklahoma registration and tax info – Niural

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 “Oklahoma 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 for income and unemployment tax on your own

Oklahoma tax agencies

Income tax withholding: Oklahoma Tax Commission
Unemployment taxes: Oklahoma Employment Security Division

Withholding account registration for OK income tax

On successful registration, you will obtain your Account ID and tax deposit schedule. The timeframe for receiving your tax account information depends on the method of registration you choose:

In person: Receive your tax account information the same day.
Online: Receive your tax account information within 5 business days.
By mail: Receive your tax account information within 2 weeks.

Keep these timeframes in mind when planning your first payroll for employees in this state.

Register for income tax withholding

Visit the Oklahoma Taxpayer Access Point (OkTAP) website.
Find the "Businesses" section, select "Register for a business," and click on NEW-Business Registration.
Follow the prompts to finish the registration.

If you need assistance, contact the agency at (405) 521-3160 or send a message.

Enter the tax account information in Niural

Once a valid Oklahoma 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 Oklahoma Tax Setup.

4. Enter your Account ID and tax deposit schedule here.

Your withholding tax account ID should start with a "WTH"—numbers that start with "WTP" are for a different type of tax, called “withholding pass through”..

State unemployment insurance tax (SUI) registration

Your company typically becomes liable for state unemployment insurance tax once the company has:

Paid $1500 in wages during a calendar quarter or;
Had at least one Oklahoma-employee working for any part of the week, for 20 or more different weeks during a calendar year.

Running payroll in Niural before you're liable for SUI

If you need to process payroll but haven't met the criteria mentioned above, Niural permits it. We recommend adding the "New employer SUI tax rate" particular to Oklahoma in the interim.

When registering, it's important to ensure that the Oklahoma Employment Security Commission is informed about the anticipated date when you intend to assume liability. Eventually, Niural will require the following:

Your unemployment account number—required to file and pay taxes on your behalf.
Your company-specific unemployment tax rate—assigned by the agency.

Registering for unemployment tax

Following online registration, you should expect to receive your unemployment account number and unemployment tax rate within 2-3 weeks.

Visit the Oklahoma Employment Security Commission website.
Select the option to Create an Employer Account and follow any additional instructions.

If you have inquiries, feel free to contact the agency at (405) 557-7100.

Entering the tax account information in Niural

Once a valid Oklahoma 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 Oklahoma Tax Setup.

4. Enter your unemployment account number and unemployment tax rate here.

Providing Third party authorization (TPA) to Niural

To allow Niural to verify and address Oklahoma income tax matters, we require your authorization to designate Niural as your third-party agent (TPA). Niural will serve as your TPA for the specified agency listed below:

Income tax: The Oklahoma Tax Commission

Setting up TPA involves several steps:

Generate a passphrase within your OkTAP account.
Initially, we'll request access to your account, and you'll find a new task on your Home page to confirm if you've granted Niural approval in OkTAP and to input the passphrase in your Oklahoma state tax setup.
Subsequently, we'll also seek access from the agency.
If the access request is unsuccessful, you will be prompted to repeat step 2 until access is granted.

If you encounter any problems, refer to this agency guide for instructions on setting up third-party access.

Create a passphrase

Log into OkTAP.
Click on Manage my profile.
Click More.
On the left-hand side of the page, click on Allow Third Party Access.
Enter and confirm your passphrase—it must be 10 or more characters and contain one uppercase letter, one lowercase letter, and one number.
In the top-right of the page, click Submit.

2. Enter your passphrase in Niural

Sign in to your Niural profile.
Click on Company details and select Tax setup.
Click on Edit next to the "Oklahoma Tax Setup" section.
Next to "OkTAP Approval," select Yes, I have authorized Niural.
Next to "OkTAP Passphrase", enter the passphrase you created.
1. Once a passphrase is entered here, it will no longer be visible in Niural.
Click Save.

Niural will request access from the agency and no further action is needed from you, unless our access request was unsuccessful.

Note: Typically, any authorized user within your company can create the Passphrase. However, the approval of Niural's direct request must be carried out by your firm's "Master User." The Master User is the individual who initially established your company's online profile in OkTAP. If you're uncertain about the identity of your Master User, you can contact the agency at (405) 521-3160 for guidance and assistance.

Sign back in to the OkTAP portal and click on My Profile.
Click on Manage Additional Log-ons and grant Niural "All Access".

Troubleshooting third-party authorization issues

To ensure the approval of our third-party access request, begin by confirming the status of your active withholding account. Next, verify that the information entered in Niural matches the records maintained by the Oklahoma Tax Commission, including the OK TAP passphrase, OK Account ID, and the location zip code.

Make sure the zip code in Niural aligns with the one on record with the Oklahoma Tax Commission. If they differ, it might pose difficulties in gaining access. If the address and zip code on file with the state are accurate, update your Oklahoma work address in Niural. In case of discrepancies, contact the agency at (405) 521-3160 to have your location address updated in their system.

Niural will notify you if:

There are difficulties accessing your account
The OK Account ID or passphrase provided is incorrect
We were able to request access but cannot confirm your authorization

For additional troubleshooting, reach out to the agency at (405) 521-3160.

Finding your account numbers and rate info (for already registered employers)

If you've previously registered in the state, it's crucial to input your tax account details into Niural for processing employee payroll. To allow Niural to handle tax filing and payments on your behalf, ensure you're registered with one or more of the following agencies:

Oklahoma Tax Commission: For income tax withholding.
Oklahoma Employment Security Division: For unemployment tax.

To find your withholding income tax account number (Account ID):

If you've run payroll in Oklahoma before, check notices from the Oklahoma Tax Commission or call the agency at (405) 521-3160.
Your withholding tax account ID typically starts with "WTH." Accounts beginning with "WTP" are for a different tax category called "withholding pass-through."

If you're unsure whether you've registered for a withholding tax account:

Visit the OK Tax Commission website.
Navigate to the "Help" section, click on Search, and then select Withholding Tax Accounts.
Enter your business name and click Search.
If your company name isn't listed, you'll need to complete the registration process for a withholding tax account to remit your employees' withholding taxes. Refer to the instructions in the preceding section of this article for guidance on how to register.

Finding your unemployment account number and rate

Unemployment tax

If you've run payroll in Oklahoma previously, you can find your Unemployment Insurance Tax Account Number by:

Reviewing notices received from the Oklahoma Employment Security Commission (ex. Quarterly Contribution Report) or;
By calling the agency at (405) 552-6799.

Unemployment contribution rate

You can find your contribution rate on the latest liability letter received from the Oklahoma Employment Security Commission. If you're uncertain about your rate, you can confirm it by contacting the agency at (405) 557-7222.

In case you haven't been allocated an unemployment rate as of yet, we suggest entering the "New employer SUI tax rate" particular to Oklahoma temporarily.

Providing Third party authorization (TPA) to Niural

Income tax: The Oklahoma Tax Commission

Setting up TPA involves several steps:

Generate a passphrase within your OkTAP account.
Initially, we'll request access to your account, and you'll find a new task on your Home page to confirm if you've granted Niural approval in OkTAP and to input the passphrase in your Oklahoma state tax setup.
Subsequently, we'll also seek access from the agency.
If the access request is unsuccessful, you will be prompted to repeat step 2 until access is granted.

If you encounter any problems, refer to this agency guide for instructions on setting up third-party access.

Create a passphrase

Log into OkTAP.
Click on Manage my profile.
Click More.
On the left-hand side of the page, click on Allow Third Party Access.
Enter and confirm your passphrase—it must be 10 or more characters and contain one uppercase letter, one lowercase letter, and one number.
In the top-right of the page, click Submit.

2. Enter your passphrase in Niural

Sign in to your Niural profile.
Click on Company details and select Tax setup.
Click on Edit next to the "Oklahoma Tax Setup" section.
Next to "OkTAP Approval," select Yes, I have authorized Niural.
Next to "OkTAP Passphrase", enter the passphrase you created.
1. Once a passphrase is entered here, it will no longer be visible in Niural.
Click Save.

Niural will request access from the agency and no further action is needed from you, unless our access request was unsuccessful.

Sign back in to the OkTAP portal and click on My Profile.
Click on Manage Additional Log-ons and grant Niural "All Access".

Troubleshooting third-party authorization issues

Niural will notify you if:

There are difficulties accessing your account
The OK Account ID or passphrase provided is incorrect
We were able to request access but cannot confirm your authorization

For additional troubleshooting, reach out to the agency at (405) 521-3160.

Finding your account numbers and rate info (for already registered employers)

Oklahoma Tax Commission: For income tax withholding.
Oklahoma Employment Security Division: For unemployment tax.

To find your withholding income tax account number (Account ID):

If you've run payroll in Oklahoma before, check notices from the Oklahoma Tax Commission or call the agency at (405) 521-3160.
Your withholding tax account ID typically starts with "WTH." Accounts beginning with "WTP" are for a different tax category called "withholding pass-through."

If you're unsure whether you've registered for a withholding tax account:

Visit the OK Tax Commission website.
Navigate to the "Help" section, click on Search, and then select Withholding Tax Accounts.
Enter your business name and click Search.
If your company name isn't listed, you'll need to complete the registration process for a withholding tax account to remit your employees' withholding taxes. Refer to the instructions in the preceding section of this article for guidance on how to register.

Entering the tax account information in Niural

Once a valid Oklahoma 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 Oklahoma Tax Setup.

4. Enter applicable account number(s) and rate(s) here.

Forms Niural files for you in Oklahoma

Oklahoma Wage Withholding Tax Return (WTH 10001)
Oklahoma Withholding Payment Coupon (WTH 10004)
Oklahoma Transmittal of Wage and Tax Statements (OK W-3)
Employer's Quarterly Contribution Report (OES-3)
New Hire Report