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New York New Employer Information

Congratulations on your decision to become a new employer in New York! You will need a few things in place before you run your first payroll:

Federal and State Tax Accounts

Federal Tax Accounts:

Apply for an EIN View Details

If you don’t already have an Employer Identification Number (aka, EIN or FEIN), you can easily apply for an EIN with the IRS online. There is no cost to apply for an EIN.
The EIN is a unique nine digit number assigned by the IRS to identify your business. To read more about applying for an EIN, read our help article, “Your Step-by-step Guide on How to Apply for EIN.”

Enroll in EFTPS View Details

Although it is not required, we recommend you enroll in the Electronic Federal Tax Payment System (EFTPS). You can easily register online. You can use this account to view any tax deposits made on your behalf by Patriot Software or to make tax payments yourself online.
To find out more about the EFTPS, read our article, “What Is EFTPS?”

State of New York Tax Accounts:

Register Your Business With the State of New York View Details

New York new employers can register online with the Department of Labor for both state income tax account (SIT) and state unemployment insurance (SUI).
If you have any questions, you can call New York at (888) 899-8810.
When reporting taxes to NY State, you can report by using Web File for Form NYS-1, Return of Tax Withheld, and Form NYS-45, Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return, through the Online Services. You must create an Online Services account before you can Web File or have Patriot Web File on your behalf. Electronic filing of taxes is mandatory.
Note that New York will use your FEIN as for your state income tax identification number. This is entered in our software as nine digits with no dash.
You will also need to obtain Paid Family Leave coverage. You can learn more about obtaining coverage on the state website.

Get Your SUTA Rate View Details

The New York Department of Labor new employer SUTA rate is 3.4% for 2022. For your information, all employers are also required to pay a 0.075% Re-employment Services Fund (RSF). The RSF rate is automatically calculated in Patriot Software. Do not add the Re-employment Services Fund rate to your SUTA rate. To learn more visit the NY DOL.
The New York Department of Labor will assign your business an unemployment tax (SUTA) rate every year. This is based on your type of business and activity.
For more information, read, “What Is SUTA Tax?”

Sign Up for State Disability Insurance View Details

New York requires most employers to have Disability Insurance. For more information, visit the New York Workers’ Compensation Board.
You can sign up for your State Disability Insurance online with the NYSIF.

Register for Any Local Tax Agencies View Details

New York does have some localities with income taxes. These include: the New York/New Jersey Waterfront, Yonkers and New York City, and the MCMT tax.

Setting Up Your New Employee:

Fill Out Form I-9 View Details

Have your employees fill out the required Form I-9. As the employer, you will fill out the second part of the form. To learn more about Form I-9, read, “Form I-9 In a Nutshell.”
You must retain each employee’s completed Form I-9 as long as the individual works for you. For more information, read “What Should Be in an Employee File?”

Have Employee Fill Out Federal Form W-4 View Details

Form W-4, Employee’s Withholding Certificate is used for federal income taxes.
For more information, read our help article, “Updates to the Income Tax Withholding Tables and What You Need to Know.”

Have Employee Fill Out State IT-2104 Form View Details

Form IT-2104 form is the Employee Withholding Allowance Certificate for New York, New York City, and Yonkers. This is required for state income taxes (SIT).

Report New Hire View Details

New York employers can report new hires online with the New York New Hire Online Reporting Center within 20 days from the date of hire or rehire.
For more information, visit the Department of Taxation and Finance New Hire FAQ.

Meet Minimum Wage Requirements View Details

New York’s minimum wage exceeds the federal minimum wage, so you must comply with the greater wage. New York’s minimum wage is $14.20 per hour for 2023.
Some localities in New York State have a higher minimum wage. You must follow higher minimum wage.
You need to display the New York minimum wage poster where your employees can read it.

Once you have all the necessary information, you will be able to set up your payroll for your business.

You need to keep employee payroll records for at least three years. For more information, read our help article, “What Employers Should Know About Employee Payroll Records.”

Let us know if you have any questions. We are here to help!

This is not an all-inclusive list. Please contact the federal and state government websites for more information.

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