The information below will guide you through the following:
- Understanding if you should be calculating Minnesota taxes
- Deciding which Minnesota taxes your company should register for
- Understanding what forms OnPay files
- Registering with the Minnesota Tax agencies
- Completing the forms necessary for OnPay to be able to file/pay on your behalf
- Entering necessary information into OnPay
Do you need to register for Minnesota Taxes?
- Do you have a business and/or employees residing in the State of Minnesota?
- Have you processed payroll in OnPay and have received warnings stating we are missing tax information?
- Have you received an email from an OnPay Tax Agent requesting certain Minnesota information?
If you answered yes to any of the questions above, you should continue with the registration and setup steps below.
Which Minnesota Agencies should I register for?
- Minnesota Department of Revenue: You will need to register with this department if you have employees that both live and work in Minnesota, or for any employees that calculate Minnesota withholding taxes regardless of there they live/work. if your business is located outside of Minnesota, but your employees work or live in Minnesota you will likely need to register with this agency.
- Minnesota Department of Labor: You will need to register with this department if you have employees that work in Minnesota. If your business is located out of the state, but some of your employees primary work location is in Minnesota, you will likely need to register with this agency.
OnPay will use both the home address for each employee, plus the worksite assigned to each employee to decide which taxes should be calculated. OnPay uses reciprocity agreements between states to help decide where a certain employee's taxes are calculated according to those addresses.
Minnesota Department of Revenue (withholding assistance): 1-(651) 282-9999
- Register for your State Tax ID
Minnesota Department of Labor and Licensing (unemployment insurance assistance): 1-(651) 284-5005
- Register for your account ID and tax rate
If you are a new employer in the State of Minnesota, this information can be very useful in helping you get your company set up and registered. Please use the following contact information to speak to the departments about registration. Your company MUST be registered with each department before we can pay taxes on your behalf.
Tax Forms We File
- Form MW5: Monthly/Quarterly Withholding Return
- Minnesota Quarterly Tax and Wage Report
What information does OnPay need?
This information is required. If OnPay does not receive one or more pieces of the information/steps listed below, we may be unable to file/pay one or more of your tax returns. Please contact us if you have any questions.
Minnesota Withholding Tax
What you need as a Minnesota Employer:
- Federal ID Number (EIN)
- Minnesota State Tax ID: 7-digit number Ex: 0000000
Once you provide is with your State Tax ID we can file and pay all of your Minnestoa Department of Revenue taxes for you.
Minnesota Unemployment Tax
What we need from you as a Minnesota Employer:
- Federal ID Number (EIN)
- Minnesota Unemployment ID: 8-digit number Ex: 00000000
- If you have already set up and online account HERE then please provide us with the login credentials. Once you have logged in, please add us for Third Party Access. Please see the instructions below on how to add Third Party Access.
- Select "Employer Registration"
- You will need to have already registered your business with the Minnesota Department of Labor
- To sign up for Online access:
To add us as Third Party Access:
- Log in and select "Account Maintenance" then click on "Agent Authorization" and click "New"
- Add our Agent ID: AG012523 and select "Payroll Center Inc"
- Select roles: "Tax Payment Update and Submit" and "Wage Detail Update and Submit"
- Once you have selected the above roles, you will need to "Assign Employer Reporting Units" under the Modify Column.
I am an existing Minnesota employer, where do I find the information to provide to OnPay?
If you are an employer with a history of payroll in Minnesota you have likely obtained the IDs and online accounts necessary for OnPay to process your tax filings.
Minnesota Department of Revenue:
- Withholding Tax Account Number: Existing employers can find their MN Withholding Tax ID number on notices received from the Minnesota Department of Revenue
If you cannot locate this document or account number, please call the Minnesota Department of Revenue at 1 (651)282-9999 and request the account number.
Minnesota Department of Labor:
- Unemployment Account Number: Existing employers can find theMN Employer Account Number on the Determination of Tax Rate notice.
- Unemployment Tax Rate: This can be found in the middle of the Tax Rate Notice
- Workforce Development Fee: this can be found in the middle of the Tax Rate Notice
If you cannot locate one of the documents above, or the account number, please contact the Minnesota Department of Labor and request the account number.
Where do I enter the information in OnPay?
If you already have your tax information, or if you have obtained it using the steps above, please update the tax information in OnPay:
- Login to OnPay
- Select the Settings menu icon
- Select Payroll Tax
- View/Update your Withholding Tax ID, Withholding Tax Deposit Schedule, Unemployment Tax ID, Unemployment Rate (as a %), and any local tax IDs as required.
Once you have the following information, please email it to firstname.lastname@example.org:
- DOR: E-File Sign-On ID/E-File Access Code
- Completed Minnesota DOL POA found here.
Please reference each section below to identify any other information or steps required for OnPay to complete tax payments and filings on your behalf. If you are a new employer in the State of Minnesota, the following information can be very useful in helping get your company set up and registered.
Power of Attorney
What we need from you as an Minnesota Employer:
Please CLICK HERE for the Minnesota Power of Attorney forms and information on how to complete the forms. This will allow us to speak on your behalf, file, and make payments with the State of Minnesota. Please email the completed Power of Attorney forms email@example.com.
Give us the Info
Once you have received all of this information from both the Department of Revenue and the Department of Labor please forward it on to us at firstname.lastname@example.org.
**If you have liabilities or employees for more than one state please follow the instructions found in the knowledge base for each state.**