Toast Payroll: Tax Management in Florida

In this Article:

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

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.

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Taxes and Forms Toast Payroll Supports/Remits in Florida

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 Unemployment (SUTA)

• Florida Department of Revenue Employer's Quarterly Report (Form RT-6)

Other

• New Hire Report

Reminder: Florida doesn't have a state income (withholding) tax.

Name, social security number (SSN), gross wages, and taxable wages for all employees are listed on the filing done by Toast Payroll. Per the Florida Employer Guide to Reemployment Tax: Incorrect or missing SSNs prevent wage credits to an individual or could result in payment of benefits to an individual who does not meet the reemployment assistance eligibility requirements. In addition, a penalty of up to $300 may be imposed for any report filed with incorrect or missing SSNs. SSNs are maintained on employee profiles in Toast Payroll. Locate and review your Missing Data page and verify and/or update SSNs in Toast Payroll.
 

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Taxes We Don't File

See Taxes We Don't 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 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. Copies of tax return submissions do not guarantee that a return was submitted to or accepted by an applicable agency. Additional fees may apply.
 

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Register for Your ID - 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.

Registration for Florida's unemployment tax, called a Reemployment Tax in Florida, is done via the Florida Business Tax Application (Form DR-1).

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Information You'll Need to Register

See Florida's guide for Registering Your Business for a full list of requested items during registration. To register for the Reemployment Tax, a customer will generally need to provide:

• The number of employees currently employed or an anticipated amount of employees
• The amount of wages paid or expected to be paid
• A mailing address for forms, tax rate information, and benefits paid information (Note: Tax mailings should NOT be sent to Toast; generally, tax mailings are sent to the business location)

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How to Register

1. To create a tax account, a business must first register online on the Florida Department of Revenue website.
   1. New users must create a profile to register. Select Create User Profile to set up a profile using a username, email, and password.
2. Provide all requested information
   1. Note: When entering information on addresses, tax mailings should NOT be sent to Toast; generally, tax mailings are sent to the business location.
   2. For the question "Do you use a payroll agent (such as an accountant or bookkeeper) or a firm that will maintain your payroll information?", note that Toast is NOT a taxpayer representative; this is generally a member of the business or licensed professional.
3. Customers typically receive a UT Account Number, also called an RT Account Number, via mail 3-5 business days after registering online. This is frequently referred to as a Florida SUTA Employer Identification Number (EIN).
   1. The account number is 7-digits.
   2. The number is different from the Florida Business Partner ID.
   3. If the state determines that the customer is not yet liable for the tax, it is the customer's responsibility to provide the information when the requirements are met.
4. Provide the following information to Toast Payroll. It is best to take a screenshot or save this info as a document and include these in your email:
   1. UT Account Number, sometimes called RT Account Number
   2. Reemployment rate - often shown as a decimal number
      1. If rates are not provided, the Toast payroll system will apply state-designated new employer rates to a customer's account settings.
5. 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 add the appropriate information.

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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 may result in Toast Payroll's inability to remit withheld funds or submit returns on a company's behalf. Additional fees may apply.
 

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Unemployment Tax

If you've already registered for a Florida unemployment account, the unemployment account ID numbers and tax rates can typically be found by:

• Reviewing notices sent by the Florida Department of Revenue, including past quarterly filings (Form RT-6)
• Call Florida Taxpayer Services at (850) 488-6800

A Florida account number, called the UT Account Number or the RT Account Number, is a 7-digit number. It is different from the Florida Business Partner ID. Add your employer identification number and any payment frequency or tax rate 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. See the Florida Department of Revenue website for more information on the calculation of a Florida unemployment withholding tax rate.

Florida generally issues a customer tax rate annually on the Reemployment Tax Rate Notice (Form RT-20). Updated Florida unemployment withholding tax rate information should be entered into Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

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Link Toast as Your Third-Party Administrator (TPA)

Toast Payroll will reach out if additional information is necessary to link the company account as a Third-Party Administrator (TPA) in Florida. Terminate any filing or TPA linking relationship with any prior providers.

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