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Add or change your company's state account number


You may find that your company's state tax account (also known as ID) number is incorrect or missing from your state payroll items (for example, state withholding, state disability insurance, and state unemployment insurance) and or box 15 of the W-2s.

You may need to add information for a new state such as when an employee moves to another state, an employee that lives in another state is hired, or other changes in the company make it necessary to begin paying and filing taxes in another state.

QuickBooks Desktop Payroll Assisted Customers: In order for Intuit to file your taxes in a timely and accurate manner, you must provide Intuit with all the pertinent information. This includes state ID numbers, SUI rates, deposit frequencies and/or supplemental tax rates. You are encouraged to email all documentation with the above information to

NOTE: Failure to provide this information may result in taxes being paid incorrectly and returns not being filed or being filed improperly. Penalty and interest resulting from improperly paid taxes or improperly filed tax returns become your responsibility if you fail to provide the necessary information in a timely and accurate manner.

Expected Outcome

Your state account number will be updated in your QuickBooks Desktop file.


You have applied for and received your state tax account number.


To change or to add the state ID number in QuickBooks Desktop:

  1. In QuickBooks Desktop, go to Lists .
  2. Click Payroll Item List.
  3. Double-click the payroll item you want to update.
  4. Then, click Next.
  5. In the Enter the number that identifies you to agency window, enter or change the State ID number.
  6. Click Next until you can click Finish. If you are adding an unemployment account number, confirm the UI rate is correct and listed for all four quarters.

QuickBooks Desktop Payroll Assisted Customers: If you have a place holder state account number in QuickBooks Desktop, such as 9999999, 12345, or Applied For, contact us for help with entering the correct account number. To have the correct state account number entered into QuickBooks Desktop, you must send a zero payroll, which requires the payroll PIN.

Related Articles

Click here to learn what to do if you no longer have employees in a certain state and need to close your State Account ID

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