How to contact your state payroll tax agencies

When you run payroll, your state keeps separate accounts for your business, and sometimes you need to reach those agencies directly. You might need an account number, have a question about a notice, or want to confirm your unemployment tax rate. This article lists the employer contact lines for each state so you can get to the right desk on the first try.

This article applies to S Corp members, who run payroll for themselves as owner-employees. If you're an LLC member, you generally don't have state payroll tax accounts for yourself, since payroll doesn't apply to the business owner at the LLC tier. If you've hired employees, these contacts apply to you too.

Most states split payroll taxes between two agencies:

• State income tax withholding is usually handled by the state's revenue or tax department. This is the income tax you withhold from your own paycheck and send to the state.
• State unemployment insurance (SUI) tax is usually handled by the state's labor or workforce agency. This is an employer-paid tax that funds unemployment benefits, and your rate is assigned by the state.

Some states, like California, handle both through one agency. Others, like Texas and Florida, don't have a state income tax, so you'll only work with the unemployment agency.

Before you contact a state agency

State agencies verify who you are before they discuss your account, so having a few details ready can save you a second call.

1. Gather your business details. Have your business name, your Employer Identification Number (EIN), and your state account number for that agency on hand. Your state account number is different from your EIN, and each agency assigns its own.
2. Have the notice in front of you. If you're calling about a letter, keep it nearby. Agencies often ask for the notice date or ID number printed at the top.
3. Check the agency's online portal first. Many states now handle account updates, rate notices, and payment questions through an online portal or secure message, which can be faster than waiting on hold.
4. Plan around call center hours. Most lines are open weekday business hours in the state's local time zone, and some close early or on certain days. Calling earlier in the day usually means a shorter wait.
5. Write down who you spoke with. Note the date, the representative's name, and any reference number. This makes follow-up easier if the issue needs more than one call.

Phone menus and hours change often, so the menu options you hear may differ from what's listed here. If a number doesn't reach the right team, the agency's website is the best place to confirm the current contact.

State employer contacts

Find your state below. Each agency name links to its official contact page, which is the best place to confirm hours and current phone menus.

Other state payroll programs

A few states run additional employer programs through separate lines:

• Massachusetts Paid Family and Medical Leave: (617) 466-3950, see the PFML contributions page.
• Washington Cares Fund and Paid Family and Medical Leave: (833) 717-2273, see WA Cares or Paid Leave.
• Washington workers' compensation through Labor and Industries: (360) 902-4817, see L&I contacts.

Local payroll taxes

Some cities and counties charge their own payroll or occupational taxes on top of state taxes. If your business is located in one of these areas, you may also need to contact the local tax office.

In much of Pennsylvania, local earned income tax is collected by a regional tax collector rather than the city itself. Your municipality's website lists which collector serves your area. Local tax rules vary widely, so check with your city or county if you're unsure whether one applies to you.

Next steps

If a state notice doesn't make sense or you're not sure which agency to call, share it with your Collective team. They can help you understand what it's asking for and what to do next.

For more on how payroll works for S Corp owners, see Running Payroll at Collective.

The information contained in this document is provided for informational purposes only and should not be construed as legal, financial, or tax advice.