Toast Payroll: Tax Management in West Virginia

In this Article:

• Tax Management Overview
  • Taxes and Forms Toast Payroll Supports/Remits in West Virginia
  • Taxes We Don’t File
  • Where to Find Copies of Tax Filings Processed in Toast Payroll
• Register for Your ID - Withholding and Unemployment Taxes
  • Information You’ll Need to Register
  • How to Register - Withholding and Unemployment
• Find Your ID and Rate - Already Registered 
  • Income Tax Withholding
  • Unemployment Tax
  • Unemployment Tax Rate
• Link Toast as Your Third-Party Administrator (TPA)

Tax Management Overview

Taxes and Forms Toast Payroll Supports/Remits in West Virginia

Payroll tax liability largely depends on where an employee is working and where the employee lives. More information on assigning a work tax location within the Toast Payroll system can be found in Toast Payroll: View and Update Work Tax Locations.  

State Income Tax (SIT) 

• Employer's West Virginia Income Tax Withheld (IT-101)
• Wage and Tax Statement (W-2)
• Withholding Year End Reconciliation (IT-103)

State Unemployment (SUTA)

• Quarterly Wage and Contribution Report (WVUC-A-154)

Per Your Work Tax Location

• Charleston City Service Fee
• Fairmont Street Maintenance and Improvement Charge
• Huntington City Service Fee
• Glen Dale City
• Madison City Service Fee
• Montgomery Service Fee
• Morgantown Safe Streets and Safe Community Service Fee
• Parkersburg City Service User Fee
• Rivesville Street Maintenance
• Romney Annual Service Fee
• Smithers Service Fee
• Weirton Municipal Service Fee
• Wheeling Service Fee

Other

• New Hire Report

Employee name, social security number (SSN), gross wages, and taxable wages for all employees are listed on the applicable filings done by Toast Payroll.

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Taxes We Don’t File

See Toast Payroll: Taxes We Do Not Process for a listing of some taxes our system doesn’t currently support.

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Where to Find Copies of Tax Filings Processed in Toast Payroll

Quarterly tax packages are found within the Toast Payroll System under Reports > Tax Filing. These reports are typically available the third full week of the month following each quarter-end. Toast Payroll will only generate tax packages for quarters in which a customer was actively processing payroll within the Toast Payroll system. 

Note: Toast Payroll & Team Management may not be able to complete and/or submit tax filings where the Toast Payroll system reflects missing, erroneous, or incomplete information in a customer’s account. It is the customer’s responsibility to ensure that they have provided Toast Payroll & Team Management with all requisite tax information in a timely manner. Copies of tax return submissions do not guarantee that a return was submitted to or accepted by an applicable agency. 

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Register for Your ID - Withholding and Unemployment Taxes

Registration with the state sets up your tax account, identified by an Employer Identification Number (EIN). This number enables Toast Payroll to file electronically on your behalf. Failure to provide this information risks Toast Payroll’s ability to remit/file on your behalf which may result in financial penalties for your company. 

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Information You’ll Need to Register

• Federal Employer Identification Number (FEIN)
• Business Details: Legal name, trade name (DBA), and physical/mailing address
• Entity Type: Corporation, LLC, Partnership, or Sole Proprietorship
• Owner/Officer Information: Names, addresses, and Social Security Numbers (SSNs) for responsible parties
• Withholding Information: Expected date of first wages paid in WV and estimated number of employees

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How to Register - Withholding and Unemployment

Registration for West Virginia income withholding (SIT) and unemployment (SUTA) taxes are completed through the same site. Registering on the West Virginia One Stop Business Portal website registers a business with both the West Virginia State Tax Department for withholding tax and with the Workforce West Virginia for unemployment. 

1. Register online at the West Virginia One Stop Business Portal website.
   1. Select the blue File Online image towards the top of the page.
   2. Select Create an account here.
   3. Follow the step-by-step instructions on the registration portal to complete your application for your state tax account
   4. You can find assistance navigating this application process through the Withholding Help and General Information page.
2. For a West Virginia withholding tax account:
   1. After applying for a West Virginia state withholding tax account, you will typically receive your account number and registration certificate within approximately one week when registering online. If registering by mail, the process takes longer, often up to 3 weeks.
      1. The withholding account number is an 8-digit number in this format: ####-####.
   2. Provide the following information to Toast Payroll by entering it into the Tax Accounts page via Settings > Payroll > Tax Accounts:
      1. Withholding account number
      2. Payment frequency, also referred to as the withholding schedule
   3. If a customer has not gone live in the Toast Payroll system, this information should be entered in the onboarding platform or sent to an Onboarding Consultant.
3. For a West Virginia unemployment tax account:
   1. Customers typically receive a West Virginia Unemployment Employer Account Number and registration certificate via email within approximately one week when registering online. If registering by mail, the process takes longer, often up to 3 weeks.
      1. The unemployment account number is a 10-digit number in this format: #########-#.
   2. Provide the following information to Toast Payroll by entering it into the Tax Accounts page via Settings > Payroll > Tax Accounts:
      1. Unemployment account number
      2. Unemployment tax rates, listed as Assigned Contribution Rate on the Contribution Rate Notice
         1. If rates are not provided, the Toast Payroll system will apply state-designated new employer rates to a customer's account settings.
   3. If a customer has not gone live in the Toast Payroll system, this information should be entered in the onboarding platform or sent to an Onboarding Consultant.

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Find Your ID and Rate - Already Registered

The Employer Identification Number (EIN) identifies a tax account to the state and enables Toast Payroll to file returns electronically on a company’s behalf. Failure to provide this information risks Toast Payroll’s ability to remit/file on your behalf which may result in financial penalties for your company. 

Income Tax Withholding

If you’ve already registered for a West Virginia income withholding account, the EIN and payment frequency can typically be found by: 

• Accessing the West Virginia Tax Division website
• Reviewing notices sent by the West Virginia Tax Division
• Calling the West Virginia Tax Division phone number at (304) 558-3333 or toll-free at 1-800-982-8297
• Emailing the West Virginia Tax Division directly at TaxMyTaxes@wv.gov

A West Virginia withholding account number is an 8-digit number in this format: ####-####. Add your employer identification number and any payment frequency (annual, quarterly, or monthly) to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

Note: Formerly, numbers were based on the Federal Employer Identification Number (FEIN) or SSN with a 3-digit suffix (e.g., 001)

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Unemployment Tax

If you’ve already registered for a West Virginia SUTA account, unemployment account ID numbers and tax rates can typically be found by: 

• Accessing the WorkForce West Virginia website
• Reviewing notices sent by WorkForce West Virginia
• Calling the Workforce West Virginia phone line at 1-800-252-5627

A West Virginia unemployment account number is a 10-digit number in this format: #########-#. Add your employer identification number and any payment frequency information to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

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Unemployment Tax Rate

An unemployment withholding tax rate is determined by the state and can change each year based on a number of factors. Visit the WorkForce West Virginia website for more information on the calculation of a West Virginia unemployment withholding tax rate.

Updated West Virginia unemployment tax rate information should be added to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

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Link Toast as Your Payroll Tax Third-Party Administrator (TPA)

Linking Toast as your Third-Party Administrator (TPA) allows Toast to electronically file and manage taxes on your behalf. Failure to complete the linking process may limit Toast Payroll's ability to manage tax payments and filings on your behalf, which may result in financial penalties for your company.

To gain online access to your account for filing purposes, each employer must approve our TPA access request online. Please follow these steps to complete this task:

1. Log into the West Virginia MyTaxes website. Create a new account if you haven't already done so.
2. Select Manage Third Party Access.
3. Select the Grant Third Party Access link.
4. In the 3rd Party Logon field, enter stratex.
5. In the 3rd Party Email field, enter ops@stratex.com.
6. Select Next.
7. Verify the correct 3rd party (Toast Tax team) has been identified.
8. Select the link indicating This is the correct 3rd party.
9. Select your withholding account.
10. Select Access Level as File & Pay.
11. Press Submit.
12. Enter your password and select OK.

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This content is for informational purposes and is not intended as legal, tax, HR or any other professional advice.  Please contact an attorney or other professional for advice.