Skip to main content

​
State Registrations & IDs (US Payroll)

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.

​
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.

​
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
If you don’t yet have a required state ID:
  • You may still be able to complete parts of setup
  • You will need the ID before running payroll in that state
Bolto will indicate when a state ID is required versus optional during setup.

​
State-specific examples

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

​
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.

​
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’ll need to register directly with the state.

​
What Bolto does vs what you do

Bolto handles:
  • Payroll processing once registrations are complete
  • Using your provided state IDs to calculate and file payroll
  • Prompting you when required information is missing
You are responsible for:
  • Registering with each state where you have employees
  • Obtaining state employer IDs
  • Communicating with state agencies if issues arise
Bolto does not create state registrations on your behalf.

​
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 I run payroll without a state ID?
Sometimes. This depends on the state. Bolto will guide you during setup if an ID is required before payroll can run. Where do I find this information if I’ve never run payroll before?
You’ll need to register directly with the state’s tax or labor agency. Your accountant can often help expedite this process.