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 “Vermont 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 with VT agencies yourself
Vermont tax agencies
- Income tax withholding and health care coverage: Vermont Department of Taxes (DOT)
- Unemployment Tax: Vermont Department of Labor (DOL)
Withholding account registration (for income tax) and health care coverage (HCC)
For most businesses in Vermont, registering with the Vermont Department of Taxes is a must. You'll require a distinct "business tax account" specifically for:
- Withholding tax (the only essential one for Niural)
- Sales and Use tax
- Meals and Rooms tax
Moreover, exempt organizations eligible for exemptions should register before using an exemption certificate. Find out more about registering a nonprofit organization.
Remember the registration timelines when preparing for your initial Vermont payroll:
- Registering online typically yields an account number within 5-7 days.
- Registering via mail or fax means your request is processed within 10 business days.
Registering for withholding tax
For new businesses that are yet to complete their registration with the Secretary of State (SOS).
Vermont's Department of Taxes, in collaboration with the Secretary of State's office and the Department of Labor, has introduced an online business service center. This platform streamlines the process of registering your business and acquiring the necessary licenses and insurance for operations in Vermont.
To start the registration, head to the state's Secretary of State website. While it's not mandatory, it's recommended that you seek advice from an attorney or accountant when selecting your business type.
Here are the steps to follow:
- Click on "Register Online."
- Read the "important notice regarding online filing."
- Acknowledge by clicking "Click to Acknowledge."
- Create a User Account. If you already have an account, sign in with your credentials.
- Complete all the prompts and fields provided.
During this registration, you'll also need to sign up for a "Business Tax" account to obtain:
- Withholding account number
- Filing frequency details
For businesses already registered with the Secretary of State
To register for a "business tax account" directly with the Department of Taxes using myVTax, gather the following information beforehand:
- Taxpayer ID (e.g., FEIN, SSN)
- Taxpayer Name
- Taxpayer Mailing and Location Address
- Account Name(s)
- Account Mailing and Location Address(es)
- Account Start Date and Other Relevant Attributes
- Location Information (Sales & Use and Meals & Rooms only)
Names, addresses, and identification numbers of your business principals.
Then, follow these steps:
- Scroll to the bottom of the page and click "Next."
- Complete the remaining questions and fields.
If you have any queries about the process, you can contact the agency directly at (802) 828-6802 or send an email to tax.business@vermont.gov.
Once registered, you should receive your account number within 5-7 days. Your Vermont withholding account number typically begins with "WHT" followed by either "10" or "11", such as 10###### or 11######.
Entering the tax account information in Niural
Once a valid Vermont 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 Vermont Tax Setup.
4. Enter your withholding account number and filing frequency here.
Vermont withholding account numbers typically start with WHT and either a "10" or a "11".
Ex: 10###### or 11######
Vermont health care coverage (HCC)
When setting up Vermont details in Niural:
- Your company will be asked about providing health care coverage for employees.
- Employees will need to specify their coverage status under Vermont law—whether they're covered or uncovered.
- Refer to Vermont Form HC-2 for further details.
If your company doesn't provide health care coverage to all employees, Niural will calculate the Health Care Contribution (HCC) cost with each payroll and make adjustments quarterly using instructions from a provided worksheet.
- Note: Your first four full-time equivalent employees are exempt from HCC.
- Annually, employees without health care coverage must complete Form HC-2. Keep this form in your records for three years; no need to submit it to the agency. Niural doesn't currently collect or store this form.
- If an employee experiences changes in their health coverage during the year, they must provide a new Form HC-2.
- If an employee isn't covered by your plan and you lack a filed HC-2 for them, Vermont law requires classifying the employee as "uncovered."
- For further information, reach out to the agency at (802) 828-2551 or tax.business@vermont.gov.
Health Care Contribution (HCC) Annual Statement
In Vermont, employers must provide employees with an annual statement that includes:
- Total monthly premium cost paid for any employer-sponsored plan.
- Employer's portion of the monthly premium.
- Employee's portion of the monthly premium.
- Contributions by the employer towards the employee's cost-sharing requirements or other out-of-pocket expenses.
State unemployment insurance tax (SUI) registration
In Vermont, companies typically become liable for state unemployment insurance tax once they meet either of these criteria:
- Paid $1,500 or more in wages during a calendar quarter.
- Employed at least one Vermont-based worker for any part of the week for 20 or more different weeks within a calendar year.
Running payroll in Niural before you're liable for SUI
If you need payroll processing but haven't met the criteria mentioned earlier, Niural allows for it. However, we advise temporarily adding the "New employer SUI tax rate" specific to Vermont into the system.
Register for unemployment tax
To establish your liability status and register online with the Vermont Department of Labor for an Employer Account number, visit their online platform. Once registered, anticipate receiving your account number and unemployment tax rate within two weeks.
Here's some additional info about the unemployment tax rate in Vermont:
- New rates are typically assigned yearly, effective from July 1.
- When notified of a rate change, ensure you update Niural with the accurate effective date.
- If you're unsure of your rate, contact the agency at (802) 828-4344.
Entering the tax account information in Niural
Once a valid Vermont 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 Vermont Tax Setup.
4. Enter your unemployment account number (Employer Number) and agency-assigned unemployment 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.
Providing Power of attorney (POA) to Niural
Power of attorney is required for the below agencies:
- Vermont Department of Labor (DOL) POA needed for payments and filings: Unemployment tax.
- Vermont Department of Taxes (DOT) TPA needed for amended returns (if required): Withholding tax.
VT DOL POA: payments and filings
For Niural to accurately file and pay your Vermont unemployment tax, the Vermont Department of Labor (DOL) mandates that you submit a notarized Power of Attorney (POA) form. To do this:
- Click on Company Details and select Tax setup.
- Click on edit next to the "Vermont Tax Setup".
-
Under 'Submit DOL POA Form.', click on the pre-filled Power of Attorney (POA) form.
Note: Niural will fill out the second page of the form. - Print the form and have it notarized.
-
After notarizing the POA, mail it to Niural at the following address:
-
ATTN: Tax Ops - Audit Team
Niural
1209 Lakeside Ranch Rd
Georgetown, TX 78633
-
ATTN: Tax Ops - Audit Team
VT DOT TPA: Amended returns
To grant Niural access for submitting withholding tax amendments on your behalf in Vermont, follow these steps:
- Log in to your myVTax account.
- On your Home page, under "I want to," select Third Party Access.
- Enter "Niural Inc" in the "Enter Third Party Username" field.
- Verify that the "Name" field displays Niural.
- Specify if you want Niural to designate other users to access your account (this is optional).
- Choose Withholding account, then click Next.
- Specify the tax years you want Niural to access, starting from the first quarter you processed checks with Niural.
- In the "Access Level" field, select View, File & Pay—this is necessary for amending on your behalf.
- Check the confirmation box.
- Click Submit to complete the process.
Find account numbers and rate info (for already registered)
If you've completed registration with the state, you'll have to input your tax account information into Niural to facilitate employee payments. To enable Niural to handle tax filing and payments on your behalf, ensure you're registered with one or more of these agencies:
- Vermont Department of Taxes (DOT) - for income tax withholding and health care coverage.
- Vermont Department of Labor (DOL) - for unemployment tax.
Find your withholding tax account number and learn about VT health care coverage (HCC)
Withholding account number
If you've processed payroll in Vermont before, you can find your Withholding Account Number on the notifications received from the Vermont Department of Taxes. Typically, your Vermont withholding account number will start with "WHT," followed by either "10" or "11," such as 10###### or 11######.
If you're unable to locate your account number, you can reach out to the agency at (802) 828-2551, option 3, or send an email to tax.business@vermont.gov for assistance.
Vermont health care coverage (HCC)
When configuring Vermont information in Niural:
- The company will be asked about providing health care coverage to employees.
- Employees will be asked to specify whether they're covered or uncovered under Vermont law.
- For additional details, refer to Vermont Form HC-2.
If your company doesn't offer health care coverage to all employees, Niural will estimate your HCC (Health Care Contribution) cost with each payroll. Adjustments will be made quarterly based on guidelines in a provided worksheet.
Note: The first four full-time equivalent employees are exempt from HCC.
Employees without health care coverage must annually complete Form HC-2. Keep this form in your records for three years; it doesn't need to be submitted to the agency. Niural doesn't collect or store this form presently.
If an employee experiences a change in health coverage during the year, they should fill out and provide a new Form HC-2.
In cases where an employee isn't covered by your plan and no HC-2 is filed, Vermont law requires classifying the employee as "uncovered."
For further information, reach out to the agency at (802) 828-2551 or tax.business@vermont.gov.
Health Care Contribution (HCC) Annual Statement
In Vermont, employers are required to provide their employees with an annual statement that includes:
- The total monthly premium cost paid for any employer-sponsored plan.
- The portion of the monthly premium covered by the employer.
- The portion of the monthly premium paid by the employee.
- Any contributions made by the employer towards the employee's cost-sharing requirements or other out-of-pocket expenses.
Finding your unemployment account number and rate
Unemployment Account Number and tax rate
You can find your unemployment account number and rate on notices received from the Vermont Department of Labor such as:
- The Contribution Rate Notice or;
- Quarterly Wage & Contribution Report (Form C-101).
If you can't locate your account number, call the agency at (802) 828-4344 to obtain it.
Your unemployment tax rate generally changes each year, effective July 1. When you receive a new rate from Vermont, please be sure to update your rate in Niural with the correct effective date.
Providing Power of Attorney (POA)
Power of attorney is required for the below agencies:
-
Vermont Department of Labor (DOL) POA is needed for:
- Payments and filings—unemployment tax.
-
Vermont Department of Taxes (DOT) TPA is needed for:
- Amended returns (as needed)—withholding tax.
Providing Power of attorney (POA) to Niural
Power of attorney is required for the below agencies:
- Vermont Department of Labor (DOL) POA needed for payments and filings: Unemployment tax.
- Vermont Department of Taxes (DOT) TPA needed for amended returns (if required): Withholding tax.
VT DOL POA: payments and filings
For Niural to accurately file and pay your Vermont unemployment tax, the Vermont Department of Labor (DOL) mandates that you submit a notarized Power of Attorney (POA) form. To do this:
- Click on Company Details and select Tax setup.
- Click on edit next to the "Vermont Tax Setup".
-
Under 'Submit DOL POA Form.', click on the pre-filled Power of Attorney (POA) form.
Note: Niural will fill out the second page of the form. - Print the form and have it notarized.
-
After notarizing the POA, mail it to Niural at the following address:
-
ATTN: Tax Ops - Audit Team
Niural
1209 Lakeside Ranch Rd
Georgetown, TX 78633
-
ATTN: Tax Ops - Audit Team
VT DOT TPA: Amended returns
To grant Niural access for submitting withholding tax amendments on your behalf in Vermont, follow these steps:
- Log in to your myVTax account.
- On your Home page, under "I want to," select Third Party Access.
- Enter "Niural Inc" in the "Enter Third Party Username" field.
- Verify that the "Name" field displays Niural.
- Specify if you want Niural to designate other users to access your account (this is optional).
- Choose Withholding account, then click Next.
- Specify the tax years you want Niural to access, starting from the first quarter you processed checks with Niural.
- In the "Access Level" field, select View, File & Pay—this is necessary for amending on your behalf.
- Check the confirmation box.
- Click Submit to complete the process.
Enter the tax account information in Niural
Once a valid Vermont 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 Vermont Tax Setup.
4. Enter applicable account number(s) and rate(s) here.