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