Toast Payroll: Tax Management in Colorado

In this Article:

• Tax Management Overview
  • Taxes and Forms Toast Payroll Supports/Remits in Colorado
  • 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
  • How to Register - Paid Family & Medical Leave (PFML)
  • How to Register - Occupational Privilege Tax (OPT)
• Find Your ID and Rate - Already Registered
  • Income Tax Withholding
  • Electronic Funds Transfer (EFT)
  • Unemployment Tax
  • Unemployment Tax Rate
  • Paid Family & Medical Leave (PFML)
  • Occupational Privilege Tax (OPT)
• Link Toast as Your Payroll Tax Third-Party Administrator (TPA)
  • Unemployment
  • Withholding
  • Paid Family & Medical Leave (PFML)

Tax Management Overview

Many of the items on this page are maintained by your company in the Toast Payroll Tax Center. We highly recommend visiting this page at least once a quarter so you can complete outstanding tasks and help enable a successful quarterly tax filing. 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. Visit Toast Payroll: Manage Payroll Taxes to learn all about the Tax Center.

After applying for and receiving your state tax account number(s), payment frequency, unemployment rate, or once you complete your third-party administrator (TPA) linking, log into Toast Payroll and select Taxes from the left-hand navigation. Complete any available tasks here, including Form 8655, missing Social Security numbers, and more.

Taxes and Forms Toast Payroll Supports/Remits in Colorado

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 .

State Income Tax (SIT)

• Form DR 1094 Income Withholding Tax Return
• Form DR 1093 Annual Transmittal of State W-2 Forms
• Wage and Tax Statement (State W-2)

State Unemployment (SUTA)

• Form UITR-1 Unemployment Insurance Tax Report

Paid Medical Family Leave

• Colorado Paid Medical Family Leave Quarterly Return Worksheet

Local Returns

• Occupational Privilege Tax (OPT) as applicable based on

Other

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

Taxes We Don't File

See for a listing of some taxes our system doesn't currently support.

Where to Find Copies of Tax Filings Processed in Toast Payroll?

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 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 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.
 

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.
 

Information You'll Need to Register

• Federal Employer Identification Number (FEIN)
• Legal name and address
• Registration with the
• First payroll date in Colorado (future date must be within 90 days of submission)
• Type of organization

How to Register - Withholding and Unemployment

Note: Registration for Colorado income withholding (SIT) and unemployment (SUTA) taxes are completed through the same site. Registering on the MyBizColorado site registers a business with both the Colorado Department of Revenue for withholding tax and with the Colorado Department of Labor and Employment for unemployment. Both account IDs are needed for payroll purposes.

The following are the steps on how to register withholding and unemployment:

1. Register online by creating a account.
   1. The website will guide you through a series of questions to get your accounts set up.
2. Businesses typically receive instant confirmation on MyBizColorado once registration is complete as well as a mailed follow up letter, although an unemployment number may not be issued until the company is liable. The Toast Payroll system will calculate the unemployment tax liability and Toast Payroll will attempt to remit the funds before the EIN is received. It is the customer's responsibility to obtain this number when liability is hit.
   1. The withholding account number is an 8-digit number (sometimes with trailing digits) in this format: ########
   2. The unemployment account number is a 7-digit number in this format: #######
3. Provide the following information to Toast Payroll. It is best to take a screenshot or save as a document and include these in your email:
   1. Withholding account number
   2. Electronic Funds Transfer (EFT) Access Number
      1. A 10-digit number that enables Toast payroll to pay electronically rather than by check. Particularly if your Colorado tax withholding payment frequency is weekly, Toast Payroll will need this number to be able to make payments on your behalf. Find it on your account.
   3. Frequency: weekly, monthly, or quarterly
   4. Unemployment account number
   5. Unemployment rate
   6. If a rate has not been provided, the Toast Payroll system will apply state-designated to a customer's account settings.
4. 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. Customers who are already live should navigate to Settings > Payroll > Tax Accounts and .

How to Register - CO Paid Family and Medical Leave Insurance (FAMLI)

Toast Payroll will calculate both employee and employer withholding and submit quarterly filings. For more information regarding CO FAMLI, review the  on the Department of Labor and Employment website.

Your CO FAMLI account is separate from withholding and unemployment tax accounts. Follow the instructions below for registration:

1. Create an account on the .
   1. Select Create an account next to Are you a new user?.
   2. Select Create an account on the next page.
   3. Follow the prompts to create an online account and you'll be directed to the CO My FAMLI+ page.
2. From the My FAMLI+ page, select Add or link an organization
   1. Answer No to Are you a third party administrator registering on the behalf of this organization?.
   2. Fill out the company details using your company's FEIN.
3. The My FAMLI+ website typically issues an account ID immediately upon registration. The account ID is a 10-digit number in the following format: #,###,###,###.
4. If a customer has not gone live in the Toast Payroll system, this information can be sent to an Onboarding Consultant. Customers who are already live should navigate to Settings > Payroll > Tax Accounts and .
5. Take steps outlined in the TPA section below to link to Toast Payroll. This is required for Toast Payroll to submit wage reports on your behalf.

How to Register - Occupational Privilege Tax (OPT)

Locations in cities listed below are subject to an Occupational Privilege Tax (OPT). These taxes are separate from withholding or unemployment tax accounts and thus have separate tax account numbers used for paying and filing the taxes. Select a link below to register for an OPT account. Once you receive your OPT account number on a tax notice sent via paper mail or email, to Settings > Payroll > Tax Accounts.

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 Colorado income withholding account, the SIT EIN and payment frequency can typically be found by:

• Accessing the business's account
• Reviewing notices sent by the Colorado Department of Revenue
• Calling the Department of Revenue at (303) 238-7378
• Emailing the Department of Revenue at

A Colorado account number is an 8-digit number (sometimes with trailing digits) in this format: ########-###-WTH.  and any payment frequency information (weekly, monthly, or quarterly) to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

Electronic Funds Transfer (EFT) Access Numbers

Colorado requires a Withholding Credit ID to make payments electronically, often referred to as an EFT Access Number. This is a 10-digit number separate number from the income withholding account number. Find this number on your account or on an EFT Withholding Summary document provided by the state. Send this into .

Toast Payroll can also obtain this when we link as your payroll tax third-party administrator (TPA); see below for getting set up and let us know once completed to se can add the EFT Access Number to our records.

Unemployment Tax

If you've already registered for a Colorado unemployment withholding account, the SUTA EIN and tax rates can typically be found by:

• Accessing the business's
• Reviewing notices sent by the Department of Labor and Employment
• Calling the Department of Labor and Employment at (303) 318-8000

A Colorado account number is typically a 7-digit number in this format: #######. and any tax rate information to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

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 for more information on the calculation of a Colorado unemployment withholding tax rate.

Updated Colorado unemployment to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

Paid Family and Medical Leave Insurance (FAMLI)

If you've already registered for a Colorado FAMLI account, the account ID numbers can typically be found by:

• Accessing the business's , under the Manage Accounts section
• Calling the agency at (866) 263-2654
• Emailing the agency at

A Colorado account number is typically a 10-digit number in this format: #,###,###,###. by navigating to Settings > Payroll > Tax Accounts.

Note: If you'd like to mark certain individuals as exempt from PFML (both the employee's and employer's tax portion), navigate to an employee's profile > Recurring > Taxes. Select the Settings button and check the box for CO FLI exempt before selecting Save. Check with a lawyer, accountant, or tax pro if you have questions about exemption or individuals not subject to PFML.

Occupational Privilege Tax (OPT)

For information gathering regarding city OPT, see the applicable site:

Link Toast as Your Payroll Tax Third-Party Administrator

Linking Toast as your third-party administrator (TPA) will ensure we are able to complete the quarterly filings and amendments (if applicable) in a timely manner for the below accounts.
 

Colorado Unemployment Account

Your TPA cannot complete the association process for you. Only employers can assign a TPA to an employer account. See these steps with images on the .

Step 1: Access the TPA screen

• Log into or create a  account
• Once logged in, select the Account Maintenance tab from the left menu
• Select the Third-Party Administration (TPA) authorization link

Step 2: Enter the TPA ID number

• Under the Adding Third-Party Administration section, select New
• Enter the TPA ID number: 500003478
• Select Next

Step 3: Enter the TPA relationship information

• TPA Services Begin Date: Enter the start date of the quarter you began with Toast
  • Select from January 1, April 1, July 1, or October 1
  • End dates are not required

Step 4: Assign TPA roles to your account

• Navigate to the Unassigned Roles section of the page
• Select the boxes in the Add column next to each role for the TPA. Listed below are the roles required for Toast to file and pay your CO SUTA taxes:
  • View Account Maintenance
  • View Rate Notice and Voluntary Contributions
  • Edit Tax Payments Update and Submit
  • Submit Employment and Wage Detail

Step 5: Save/Review/Modify Roles

• Select Save to assign the TPA with the selected roles
• Select Modify to edit the information previously selected (if applicable)

Step 6: Search existing TPA relationships

• From the employer homepage, select Account Maintenance from the left menu
• Select the Third-Party Administration (TPA) authorization link
• Select the Search button on the Third-Party Administration (TPA) authorization screen to see a list of TPAs assigned to your account
  • You may also search existing TPA relationships by TPA name, ID, or assigned roles

Colorado Withholding Account

1. Log into or create your .
2. Select Manage My Profile.
3. Select More.
4. In the Access Management section, select Grant Third-Party Access.
5. Enter our TPA username: stratex
6. Select the Access level: File & Pay
7. Select the Periods this login has access to: All Periods.
8. Select Accounts to give access to: check the Withholding box.
9. Select Submit.

Colorado Paid Family and Medical Leave (PFML) Account

If the TPA link is not established, Toast will not be able to submit wage reports or make payments on your behalf.

1. Your company must register and log into your  account.
2. Navigate to Manage Accounts from the Manage My Account tile on the right.
3. Select the account for which you'd like to add a third-party administrator.
4. Scroll down to Third Party Administrator and select Add.
5. Search for 161630473 and select the Toast Payroll (StratEx) account.
6. Select the Start Date. The End Date should be left blank.
7. Select Save, then select Yes, add TPA.

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.