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FAQs About Updating Tax Information in Zenefits Payroll

How can I change my federal filing address in Zenefits Payroll?

If you've moved your company's headquarters, you'll need to first update the filing address with the IRS by submitting Form 8822-B by mail. You'll also need to update the company address in your Zenefits dashboard (more info here). The filing address in Zenefits must match up with the address on file with the IRS so that when Zenefits Payroll files your taxes, these addresses match up.

How do I add a new state to Zenefits Payroll?

To add a new state in Zenefits Payroll without hiring an employee, add a work location in that state in Zenefits by clicking opening the Company Profile app and selecting the Addresses & Department link. Under the Work Locations section, click the link to "+ Add Work Location" to enter the new address and click the "Add Location" button to save.

When an employee who lives in a new state is hired in Zenefits, that state will also be added in Zenefits Payroll.

When hiring a new employee, give them a work location in the state where they will physically perform work. If there's no current work location in that state, create one first.

How do I update employee tax information in Zenefits Payroll?

Zenefits Payroll uses employees' home addresses and work locations in Zenefits to determine where to tax them, and their filing status and withholding allowances to determine how much to withhold from each paycheck.

For example, let's say an employee moves to a new state:

  • The employee should update their home address in the Personal Information app to reflect the new state.
  • If the employee's work location is also changing, their manager (or an administrator) should assign them to the new work location (or create a new one, if necessary). The work location should be in the state where the employee will physically perform work.
  • After changes are made to the address and/or work location, the employee should update their withholding allowances and filing status for the new state(s) in the Bank and Tax Info app.

Based on these, Zenefits Payroll will make the necessary adjustments to the employee's taxes in payroll.

How do I update my company tax information in Zenefits Payroll?

To update state and federal tax information in Zenefits Payroll, e.g., enter or change withholding or unemployment account IDs or rates, click the Payroll app, then Settings, and finally Taxes. Make sure to always keep the tax information current, especially when hiring a new employee in a new state, or when an existing employee moves their work or home residence to a new state.

Incorrect or missing state tax information may prevent Zenefits Payroll from filing and paying taxes on time, and could lead to fines from state governments.

To update your company's tax rate in Zenefits Payroll

  • Log in to Zenefits as the company administrator.
  • Click on the Payroll app in the main Dashboard.
  • Click Settings in the top navigation bar, then click Taxes in the lefthand menu.
  • Scroll down to the new state, and click Edit.
  • Add your new tax rate and the effective date listed on the notice.
  • Click Save.

To update your company's tax deposit frequency in Zenefits Payroll

  • Log in to Zenefits as the company administrator.
  • Click on the Payroll app in the main Dashboard.
  • Click Settings in the top navigation bar, then click Taxes in the lefthand menu.
  • Scroll down to the new state, and click Edit.
  • Use the drop-down menu to select your new frequency.
  • Click Save.

What do I do if Zenefits Payroll taxes an employee in the wrong state?

If one or more employees in a processed pay run were assigned to the wrong home address or work location, please update the employee's work location in Zenefits, then contact Support.

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