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When running US payroll, states require employers to register separately from the federal government. These registrations allow states to track payroll taxes, unemployment insurance, and other employer obligations. This page explains what state registrations and IDs are, when you need them, and how they fit into setting up payroll in Bolto. For the step-by-step in-product flow, see Tax Registration.

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What state registrations and IDs are

In addition to your federal EIN (FEIN), most states require employers to register with one or more state agencies once they have employees working in that state. As part of these registrations, states issue state employer IDs, which may include:
  • A state withholding account number
  • A state unemployment insurance (UI) account number
  • Other state-specific employer identifiers
These IDs are issued by the state (not Bolto) and are typically provided:
  • After registering directly with the state
  • On official state correspondence
  • Through an accountant or prior payroll provider if you’ve run payroll before
You’ll be asked to enter these IDs during payroll setup so Bolto can file and process payroll correctly on your behalf.

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When state registrations are required

In general, you need to register in any state where you have employees. Timing varies by state:
  • Some states require registration before your first payroll
  • Other states allow you to begin payroll while registration is still pending
You cannot run payroll for workers in a state until that state’s tax information is fully completed. Bolto indicates during setup which items are required.
State tax setup for a state begins once you have a work location there with an employee assigned to it. For each state, Bolto gives you two options:
  • “I already have my account numbers” — enter the state IDs you already hold.
  • “Register through Bolto” — Bolto files with the state agencies on your behalf and returns your account numbers and unemployment insurance rate.
If you’ve applied for a number yourself but haven’t received it yet, you can mark each tax item as “I’ve applied for this but haven’t received it yet” and fill it in once it arrives.

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Registering through Bolto

Instead of registering with each state agency yourself, you can have Bolto complete state withholding (SWH) and state unemployment insurance (SUI) registrations for you.
1

Complete your registration profile

Bolto needs a few company details to file: formation state and date, industry (NAICS) code, a description of your operations, and your authorized signer’s residence address. If anything is missing, you’ll be prompted to complete it on your company profile.
2

Complete the registration form

From the Taxes & Compliance page, choose Register through Bolto for the state and complete the guided registration form in-app.
3

Bolto files with the state

Registration is submitted to the state agencies. Typical processing is 2–6 weeks, depending on the state. The state shows as Registering while in flight.
4

Receive your account numbers

When the state issues your account numbers and SUI rate, Bolto fills them in and notifies you. The state shows as Active.
If a state agency needs more information during processing, the request will arrive by email — watch your inbox and respond promptly to avoid delays. The Taxes & Compliance page will also flag the state as needing your attention.
Registration through Bolto covers state withholding and state unemployment insurance. Federal tax details and any local/city taxes are entered directly during tax setup.

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Registration statuses

On the Taxes & Compliance page you’ll see a status for each state: If a state shows “Add an employee”, registration begins once the first employee is assigned to a work location there.

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State-specific examples

Below are a few common examples for states where many Bolto customers operate. These are meant as orientation, not full guides.

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California

Employers with employees in California must register with the California Employment Development Department (EDD). You’ll receive an EDD Employer Account Number, which is used for:
  • State income tax withholding
  • State unemployment insurance
This number is issued after registering with the EDD and is found on official EDD correspondence.

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New York, Texas, Massachusetts, Washington

Each of these states issues its own employer registration numbers through its tax or labor agency. If you’ve previously run payroll in one of these states, your IDs may already exist and can usually be found:
  • In prior payroll records
  • On state tax notices
  • Through your accountant
If not, you can register directly with the state — or choose Register through Bolto and let Bolto file for you.

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What Bolto does vs what you do

Bolto handles:
  • Payroll processing once registrations are complete
  • Filing state registrations on your behalf when you choose Register through Bolto
  • Using your provided state IDs to calculate and file payroll
  • Prompting you when required information is missing
You are responsible for:
  • Providing accurate company details for registration
  • Registering directly with a state if you choose to handle it yourself
  • Responding to state agency requests for more information (these arrive by email)

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FAQ

Do I need state registrations for every state?
Yes — if you have employees working in a state, you generally need to register there. Can Bolto register for me?
Yes. Choose Register through Bolto on the state’s tax setup card, and Bolto will file with the state agencies and return your account numbers and SUI rate. Typical processing is 2–6 weeks. Can I run payroll without a state ID?
No — a state’s tax information must be fully completed before you can run payroll for workers in that state. You can complete the rest of setup while a registration is pending. Where do I find this information if I’ve never run payroll before?
The simplest path is Register through Bolto. Alternatively, register directly with the state’s tax or labor agency — your accountant can often help expedite this process.