Purpose
Your company addresses drive two critical payroll functions. Employee work locations determine where state income taxes are withheld. The filing address determines where the IRS sends official correspondence. This step sets up both, plus any additional work locations your employees can be assigned to.
Who can do this: Any user whose role includes the Payroll permission. This is usually the Employer Admin, but other admin roles can be granted the same access.
Prerequisites
- Your company's registered IRS filing address (from your IRS registration documents)
- Addresses of all locations where your employees work
The three address types
| Address | What it is | Why it matters |
|---|---|---|
| Primary Work Location | Your main place of business. | Employees assigned here have state income tax withheld for this state. |
| Company Filing Address | The address registered with the IRS as your official, legal correspondence address. It may differ from your general mailing address. | An incorrect filing address can cause the IRS to reject your documents and fine your company. |
| Secondary Work Location(s) | Any additional locations where employees work. | Required so the correct state taxes are withheld and reported for employees at those locations. Assignable to employees during onboarding or on the employee record. |
Steps
- In the payroll setup checklist, open the Company Filing Address step.
- Enter your Primary Work Location.
- Enter your Company Filing Address: the IRS-registered address, not necessarily your mailing address.
- If employees work at more than one location, add each one under Secondary Work Location(s).
- Save.
[Screenshot: Company Filing Address step showing primary work location, filing address, and secondary work locations sections]
Expected outcome
- The Company Filing Address step shows as complete in your payroll setup checklist.
- Work locations are available for assignment to employees. Each employee's work location determines their state tax withholding.
- UZIO creates a State Taxation record for every state that has a work location. Those states appear on the State Taxation step, ready for you to enter account numbers and rates. See Adding State Tax Information.
Changing addresses later
- Adding a work location in a new state adds that state to your State Taxation step. Complete the new state's tax accounts before you run payroll for employees at that location. Until you do, payroll flags missing state tax information as a critical blocker.
- Removing a work location removes its state from the list only if no other location is in that state.
- Employees who move or work remotely need a work location in their state. If none exists, add one here first, or add the state directly with Add Other States on the State Taxation step.
Note: State payroll taxes are generally determined by the employee's work address. The exception is when two states have a reciprocity agreement. Never assume one exists. Confirm with your accountant.
Warning: Assigning the wrong state work address to employees can make both you and the employee liable for fines and back taxes. Review work location assignments carefully, especially for remote employees.
Related articles
- Payroll Setup Overview
- Adding Federal Tax Information: next step in setup
- Adding State Tax Information: the states created from your work locations
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