Advising your clients on registering to pay an employee in a new state

36433_SageAccSolutions_graphic04_403As your firm expands and you bring on more and more clients whose businesses continue to grow, it’s important to make sure that they comply with local and state regulations that affect them as employers.

If you have a client that plans to launch operations in a new state, chances are that your client will be required to register as an employer. Depending on state laws and the amount of business your client conducts in the new state, your client may be required to withhold state taxes from payroll checks and contribute to the state’s unemployment and/or disability insurance fund. This is where providing the right guidance and advice to your clients becomes so critical.

The laws vary from state to state, but chances are that you’ll need to let your clients know that they’ll most likely be required to report hiring, rehiring and return-to-work activities within a set timeframe designated by the state in which they’re operating. Depending on individual state law, employers may be required to garnish wages for child support or other purposes.

The first step to registering a company to pay employees in a new state is to find a good source of information on individual state requirements. Sites such as provide a repository of information you can use to find out what the requirements are for the new state in which your client will be paying employees. Requirements can include:

  • State tax information: Most states require employers to withhold state taxes from employee paychecks. Only the following states do not have a state tax: Alaska, Florida, New Hampshire, Nevada, South Dakota, Tennessee, Texas, Washington and Wyoming.
  • Withholding requirements: As an employer, your clients will generally be required to register with the state either online or via a form and set aside a percentage of wages for state taxes. The site above provides information on obtaining forms and state withholding requirements.
  • Local taxes: Some states require employers to withhold local taxes in addition to state taxes collected via payroll. You can check for local tax information on the site to see if your client is required to withhold taxes for a municipality.
  • Disability insurance: Various states require contributions to a disability insurance fund. The site provides information on disability insurance requirements on a state-by-state basis.
  • State labor laws: State minimum wage requirements can vary from the federal minimum wage. For example, it can be higher but not lower. There are differing rules from state to state on termination pay, with some requiring the employer to issue final paychecks within a certain timeframe.
  • New hire reporting: As part of the registration process, it pays to learn about new hire reporting requirements. Many states have regulations requiring employers to report new hires, those returning to work or being rehired, within a set time limit.
  • Child support withholding remittance: Many states require employers to garnish wages to collect child support. If this applies to a new hire for one of your clients, they’ll need to know where to send the garnished wages.
  • Reciprocal states: Some states have reciprocity agreements covering employees who live in one state and work in another. The purpose is to relieve the employee of the burden of having to file two separate state tax returns. You can check for reciprocal state agreements online.

Once you obtain the information you need to register, you can advise your clients on how to begin the process and prepare them so they can pay an employee in a new state according to the requirements of that location. If you use a payroll service, such as Sage Payroll Services Powered by PayChoice, your representative can help you navigate registration requirements by providing forms and information on how to proceed.

Free “Tax Break Tuesday” and “$5 Friday” LEAP webcasts coming in January

Keep an eye out this tax season for some amazingly informative webcasts from the Leadership Education for Accounting Professional (LEAP) program:

taxBreakTuesdaySealFree Tax Break Tuesday Webcasts

You deserve a break. Take a breather from your grueling tax work with a free 1-hour webcast every Tuesday between January and the end of the tax season. These thought provoking sessions will give you a fresh perspective on new ways to add more value to your client relationships beyond tax and compliance to the insights and guidance your clients are asking for.

fridayWebcastSeal$5 Friday Webcasts

As you wind down your work week, spend a little time optimizing your knowledge and skills in a one hour webcast for only $5. These webcasts will explore new technologies, new trends, and new client expectations to help you uncover business growth strategies for your firm and your clients.

Check out after the new year for more information.

Sage Payroll Services is here! Join our December 2 webcast and learn how easy payroll can be for you and your clients

Payroll made easy – for you and your clients!


We’re excited to let you know that PayChoice, one of the largest, most trusted payroll service providers in the U.S., is now Sage Payroll Services powered by PayChoice. With our best-in-class customer service, easy-to-use product, and competitive pricing, our payroll services are the ideal choice to help you become a more valued advisor to your clients.

Meet the new team and learn more at our December 2 webcast

Register Now

The team at Sage Payroll Services is eager to get to know you. Sign up for our December 2 at 2 p.m. ET (11 a.m. PT) webcast, where Vickie Sorokin, vice president of sales at Sage Payroll Services and LaDonna Lewis, director of sales and product strategy at Sage Payroll Services, will tell you everything you need to know about our payroll solutions and how they’ll help you and your clients run your businesses better.

We’ve included some additional information below on Sage Payroll Services. If you have any questions about Sage Payroll Services, contact us today or give us a call at 1-877-784-9706.

Why Sage Payroll Services?

It’s simple: We have the best payroll option for both your firm and your clients.

For your firm:

  • Access to all your clients’ payroll data through our single sign-on feature
  • General ledger interface for QuickBooks®; integration with Sage accounting solutions coming soon
  • Paperless payroll option
  • Interfaces with many POS and time and attendance solutions

For your clients:

  • Direct deposit, check signing, and Visa-branded paycards
  • Paperless payroll options and access to online payroll reports
  • A preprocess preview report assuring 100% confidence before final payroll submission and processing
  • Accurate, secure, and competitively priced services from a provider that’s been in business over 20 years

With Sage Payroll Services, you have two payroll options to choose from in order to best fit your clients’ needs.

  • Self-Service Payroll—A simple payroll service for your clients with 1-10 employees. It includes unlimited processing, tax filing, and online support for one low flat monthly fee.
  • Full-Service Payroll—Your clients with 11 or more employees can get the work done for them. The full-service option includes payroll tax filing, unlimited earnings and deductions, full-service conversion with year-to-date audits, a dedicated customer service representative, and more.


Southern California: Inspiration is heading your way!

It’s go time! The Sage Accountant Solutions team is coming to the Los Angeles area on Tuesday, December 9 and we want to meet accounting professionals like you!

As part of this Inspire Tour stop, we’ve created an outstanding accountants-focused learning track that’s sure to inspire you. The truly amazing news? The entire day of networking, learning, and fun is free, compliments of Sage!

  • Date: December 9, 2014
  • Time: 8:30 a.m.
  • Location: DoubleTree by Hilton Hotel Anaheim – Orange County, 100 The City Drive, Orange, CA 92868
  • Price: Free

Register Now

Here’s what the accountants-focused track is all about

In this accountants-focused track, you’ll have access to:

  • A hands-on Vision and Strategy Workshop where you’ll create a winning vision that will help transform the way you do business and lead you and your firm into the future with confidence (check out these two testimonials from Matthew and Jessica who recently attended a Vision and Strategy Workshop and see what they thought of the workshop).
  • An informative session on how to leverage the cloud to transform your firm.
  • A session that gives a concise overview of cloud solutions for you and your clients.
  • Sage One Certification course, so you can get into the cloud with confidence.

Become an even more valued advisor to your clients by reserving your spot today!

View the full agenda or visit: for more information.

Start with ONE and make accounting easier for your clients

Join the challenge. Sign up for Sage One Accountant Edition, invite your first client, and take advantage of the freedom and flexibility Sage One offers.

If you haven’t already signed up for Sage One Accountant Edition, it’s available at no cost to accounting professionals[1], so sign up today and become a more valued business advisor for your clients. Check out the Sage One Accountant Edition home page for information on the solution, including all the benefits it gives to both you and your clients.

Then, once you’re signed up, it’s time to take the challenge! That’s right, we challenge you to start with just one client. The question is, which client?

To help you out in taking this first step, we invite you to join us for this upcoming webcast designed for accounting professionals just like you!

Register for “Start with One” Webcast

Start with one and see for yourself!

Finding the right client is important, so what better way to learn how to find your first client than from another accounting professional who’s done it herself!

Attend this webcast on Monday, November 24, where Sage One Accountant Edition users Shala Scott and Jaime Rein will tell you how they got started in Sage One, how they found their first clients, and how they talked to them about Sage One. They’ll even answer some of your questions. If you can’t make it to the live webcast, that’s okay. Sign up anyway to let us know you’re in, and we’ll send you the recording.

Thanks again!

[1] For qualified professionals only. To receive and maintain access to Sage One Accountant Edition, you must be an accountant or bookkeeper providing professional accounting or bookkeeping services for multiple fee‐paying clients. If at any time Sage determines that you are no longer eligible, your access will be terminated.

Google Hangout invitation: The Chief Creative Designer

Looking to free up more time for clients?

Register today for our next complimentary Google Hangout with chief creative designer Adrian Simmons, CPA, and learn why harnessing your inner creativity is a must for an accounting professional.

Adrian loves to find innovative ways to put money in its place. He puts his energy into finding ground-breaking strategies that allow his customers to be financially strong so they can put their time and attention into the greater things that life has to offer.

Join us on Thursday, November 20 at 12 p.m. ET/9 a.m. PT as our guest Adrian Simmons (@AdrianGSimmons), CPA, discusses how to find flexibility in a virtual world by becoming what he calls a “Skype accountant.”

Be sure to sign up today and we’ll see you on November 20!

Join Event

Register for an upcoming live demo webcast and see how you can do business at the speed of now with Sage 300 Online

Do you have anytime, anywhere access to your financials?

1536330_Sage300FB_02_v01cWith Sage 300 Online, you can spend more time generating revenue for your firm while enjoying anytime and anywhere access to client financial and business data. With the solution, you’ll have more visibility and control over client finances and business operations than ever before.

Register Now for a Sage 300 Online LIVE Demo

Sage 300 Online gives back the time and data integrity you need to deliver on the promise you made to your clients in the first place: to provide them with your unique financial and business expertise through strategic advisory services–not just simple number crunching. With Sage 300 Online, you have the visibility, data accuracy, and bandwidth to actually deliver on this promise. This means higher client retention and more revenue for your firm.

Sage 300 Online is a powerful, scalable, cloud-based business management solution that brings a multitude of financial and business functionality to businesses large and small, including:

  • Accounting and finance
  • Business intelligence and reporting
  • Sales management
  • Inventory management and warehousing
  • Purchasing and supplier management

Learn more about Sage 300 Online. Join us for a live product overview and Q&A session.

For more information, visit us online at or call 866-535-SAGE (7243) and let Sage help you discover how you and your clients can achieve more with Sage 300 Online.