Toast Payroll: Tax Management in Pennsylvania

In this Article:

• Tax Management Overview
  • Taxes and Forms Toast Payroll Supports/Remits in Pennsylvania
  • 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 - State Withholding and State Unemployment
  • How to Register - Local Taxes
• Find Your ID and Rate - Already Registered
  • Income Tax Withholding
  • Unemployment Tax
  • Unemployment Tax Rate
  • Local Tax
• Link Toast as Your Payroll Tax Third-Party Administrator (TPA)
  • Withholding (SUTA)
  • City of Philadelphia

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 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 Pennsylvania

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 PA-W3 Employer Quarterly Return of Withholding Tax
• Form Rev-1667 AS W-2 Transmittal
• Wage and Tax Statement (State W-2)

State Unemployment Tax (SUTA)

• Form PA UC-2 Employer Unemployment Insurance Tax
• Form Detail UC-2 Employer's Report for Unemployment Compensation

As applies to your work tax location

• Local Services Return
• Various city as applies to the work tax location and employee home address - see list on

Other

Employee name,  (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)
• The legal name of the business
• The name by which the business is doing business as (commonly known as, trading as, also known as), if applicable
• Department of State Entity Number, if applicable
• The business address and contact information
• The name(s), home address (es), and Social Security Number of Individual Taxpayer Identification Number of the owners/officers/other responsible parties
• If you've received a Registration Required letter from the department, make sure to have the Letter ID available

How to Register - State Withholding and State Unemployment

Registration for Pennsylvania income withholding (SIT) and unemployment (SUTA) taxes are completed through the same website. Registering on the Pennsylvania Department of Revenue site also registers a business with Pennsylvania's Office of Unemployment Compensation.

1. Registration is done online on the .
   1. If you have filed any taxes with the Pennsylvania Department of Revenue, including Personal Income Tax Returns, you may already be a customer in myPATH. If so, use the logged-in version of the Online Business Tax Registration. Otherwise, navigate to the homepage and select Sign Up to create a myPATH account.
   2. Select Business Tax Registration, read through the next page, and select Next.
   3. Complete the form with the business information.
2. Customers receive an Account Number/Licensing Number from the Department of Revenue to SIT withholding. Separately the Pennsylvania Department of Labor and Industry issues a UC Account Number that is the SUTA EIN.
   1. The SIT Account Number is 8-digits and follows one of these formats: ########, #### ####, or ####-####. This number is different from the Employer Identification Number (EIN) or Revenue ID Number that PA supplied.
   2. The SUTA EIN is a 7-digit number and is in the following 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. SIT Account Number (not the EIN or Revenue ID Number)
   2. Payment frequency: quarterly, semi-monthly, monthly, or biweekly
   3. SUTA EIN (UC Account Number)
   4. Unemployment rate
   5. If rates are not 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 - Local Taxes

Some localities in Pennsylvania levy an income tax on residents and non-residents working in specific cities in addition to state income tax. Toast Payroll will calculate and withhold the taxes based on the address on an employee's profile and/or the employee profile's associated work tax location as well as the entry of a Political Subdivision Code (PSD) on the employee's Form W-4.

Registration is the responsibility of the company and must be done for each locality. To register as needed:

• Enter your address into the to locate your rates.
• Open and use the steps provided to register as needed (step 1's links should point to the and this , but seem to be broken at this time).

Toast Payroll will calculate and withhold the Local Services Tax (LST) and School District withholdings as well as handle the payment and filing to each locality after registration is complete.

Find Your ID and Rate - Already Registered

The SIT Account Number and UC Account Number 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

This number is different from the Employer Identification Number or Revenue ID Number that PA supplies. If you've already registered for a Pennsylvania income withholding account, the Account Number/Licensing Number and payment frequency can be found by:

• Accessing the business's
• Reviewing notices, coupons, or the Employer Quarterly Reconciliation sent by the Pennsylvania Department of Revenue
• Calling the Department of Revenue at (717) 787-1064

The SIT account number follows one of these formats: ########, #### ####, or ####-####. and any payment frequency to Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

Unemployment Tax

If you've already registered for a Pennsylvania unemployment account, the UC Account Number and tax rates can typically be found by:

• Accessing the business's myPATH account
• Reviewing notices sent by the PA Department of Labor
• Calling the Department of Labor at (866) 403-6163
• Emailing the Department of Labor at

A Pennsylvania UC Account Number is in a ##-##### format. Navigate to Settings > Payroll > Tax Accounts to .

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 Pennsylvania unemployment withholding tax rate. Pennsylvania typically sends a Contribution Rate Notice (Form UC-657) that contains the assigned unemployment tax rate.

Updated Pennsylvania unemployment withholding into Toast Payroll by navigating to Settings > Payroll > Tax Accounts.

Local Tax

For information regarding local taxes, enter your home and business address into the . At the bottom, you'll see the list of tax collector phone numbers and websites you can reach out to.

City of Philadelphia
The City of Philadelphia has a separate account number for city withholdings. A Philadelphia UC Account Number is a 10-digit number in the format of ##########. Once you receive it, navigate to Settings > Payroll > Tax Accounts to . The account number can be found by:

• Accessing the
  • It's in the upper-left corner under your legal name
• Emailing

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

Linking Toast as your third-party administrator will ensure we are able to complete the quarterly filings and amendments (if applicable) in a timely manner. Terminate any existing filing or TPA linking relationship with any prior providers and follow all applicable steps below to link Toast Payroll as the company's TPA.

Withholding (SUTA) 

1. Log into the .
2. On the UCMS homepage, select Employer Profile from the left navigation bar.
3. Select Manage Representatives.
4. Select Add New Representative.
5. Add StratEx's 10-digit account number (5283874581) and today's date.
   1. StratEx is the former name of Toast Payroll and the name Pennsylvania currently has for Toast Payroll.
6. Select the functions the TPA will perform:
   1. Filing quarter reports and Depositing taxes must be selected at this time.
7. Select Submit and you will receive a confirmation message that a representative has been added.
8. If the TPA will perform multiple functions, select OK and the system will return to the Manage Representatives page where additional functions can be added.

City of Philadelphia

Toast Payroll will request access to your City of Philadelphia withholding tax account. This request must be approved either online or by mail to complete the linking process.

Online

1. Log into your account at tax-services.phila.gov.
2. Choose the Action Center tab.
3. Locate the Review Access request from "Toast Tax Team" and select Review. If not listed, reach out to so we may resubmit the request.
4. Approve the request.

By Mail
Toast Payroll's request will prompt a letter to be sent to your business address. Provide this letter to so we can use the Letter ID to link to your account. If you approve the Toast Tax Team through the online portal, you do not need to provide this letter.

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.