Admins with the required permissions can update a company's details.
If you need to update a teammate's details, rather than company details, use the articles below:
For US Employees
Edit their work info (job title, job type/pay, hire date)(ADD CC ARTICLE)
Edit their personal info (SSN, home address, birthday, (ADD CC ARTICLE)
For US Contractors
Edit their personal info (ADD CC ARTICLE)
Change Your FEIN
Change Your FEIN
A change to your FEIN can have serious tax implications. We'll work with you to help keep your tax reporting accurate, but it can sometimes take several weeks to fully account for a change to your FEIN.
Please contact CleanCloud Payroll Support for information on how to update your FEIN.
Change Your Company or Entity Type
Change Your Company or Entity Type
If you've changed your company type, here’s what to do next:
Check with the IRS to see if this requires a change to your company's Federal Employer Identification Number (FEIN)—if so, click here for the next steps on how to update your FEIN Number in CleanCloud. (LINK TO STEP ABOVE)
Important: When your FEIN changes, your state, and local tax account numbers typically change too (but not always)—contact all of your state and local tax agencies to see if you need new state or local account numbers. Once you have them, add them to the new company profile in Gusto that you’ll set up using the new FEIN.
Your original state and local account numbers that were associated with your old FEIN should remain as-is in the old Gusto company profile (that has the original FEIN).
If your Federal Employer Identification Number (FEIN) did not change, you can change your company type in your existing company profile by following the steps below:
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Federal Tax Information.
Click Open.
Select your Tax Payer Type from the options.
Click Save & Continue to update.
Close the Tab.
Heads up: You may be asked to make additional updates in your account based on the change.
Example: If your company becomes an S-Corporation, you’ll also need to identify your firm’s 2% shareholders.
Manage Company Addresses
Manage Company Addresses
A company location can be any address where your employees work (or live, for employees working from home), your legal filing address, or your legal mailing address. If you've added a new company location, enter it in CleanCloud Payroll.
Important Reminders:
Legal or mailing address changes—be sure to notify the IRS of your legal or mailing address change. You’ll also need to notify the states (where you've previously registered) so they can update your legal or mailing address on file.
If you’ve never registered with the state agencies where you now have employees working, you’ll need to register your business in the new state (EVENTUALLY BOLD THIS WITH A LINK TO OUR REGISTER WITH STATE TAX BOARDS).
If you do not let the IRS and state agencies know before making updates in CleanCloud Payroll, it may result in failed payments or filings.
Add A Company Address
Add A Company Address
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Company Addresses.
Click Open.
Click Add Address.
Enter the new work address—this should be a physical location and not a PO Box or other mailboxes.
Check the relevant box at the bottom to select whether this is a Mailing and/or Filing Address.
Click Save & Continue.
Close the Tab.
Gusto will file tax returns for the newly added location after you pay an employee at that location—make sure each of your individual employee profiles now reflects the appropriate work address (new or old).
Do not delete old work addresses if employees ever worked there. Gusto will need historical work addresses for taxation purposes.
Change Your Main Company Location (Filing & Mailing address)
Change Your Main Company Location (Filing & Mailing address)
Before you can change the address, make sure you've added the new company address first (use the steps in the Add A company Address dropdown). Then, follow the steps below.
Important: Switching the filing and mailing address will block payroll until your signatory has re-signed company forms—make sure they're ready to sign them before making the change.
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Company Addresses.
Click Open.
Click Edit next to the Address you wish to update the Mailing and/or Filing Address to.
Check the relevant box at the bottom to select whether this is a Mailing and/or Filing Address.
Click Save & Continue.
Close the Tab.
As a reminder, already-submitted filings typically do not need to be re-submitted if the filing address is the only information that was updated.
View Or Move Employees Working At A Company Location
View Or Move Employees Working At A Company Location
Updating your employees’ addresses may have tax implications and result in follow-up action items. Check the notifications on your payroll dashboard for a list of things to complete once you've made a change.
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Manage Employees.
Click Open.
Click on the ⫶ next to each employee, and select Edit Information.
Under the Personal Details tab, click on the Work Address drop down menu and select the correct location.
Choose a Start Date at the new address.
Click Save & Continue.
Close the tab.
Change The Company Signatory
Change The Company Signatory
The company signatory is responsible for electronically signing all government forms Gusto creates and is generally a member of the partnership/business.
Each time a signatory is added or updated, we’ll have to file a new Form 8655 with the IRS—your signatory must be authorized by the IRS to give Gusto the “Reporting Agent Authorization” we need to file and pay your taxes. If you're adding or changing your company’s signatory, make sure to also notify the IRS by completing Form 8822-b.
Important: Changing the signatory will block payroll until your new signatory has re-signed company forms—make sure they're ready to sign them before making the change.
Authorized Signers By Entity Type
Authorized Signers By Entity Type
Sole Proprietorships.
The individual owning the business.
Corporation—including a limited liability company (LLC) treated as a corporation.
An officer having legal authority to bind the corporation,
Any person designated by the board of directors or other governing body,
Any officer or employee on written request by any principal officer, and
Any other person authorized to access information under section 6103(e).
Partnership (including an LLC treated as a partnership) or an unincorporated organization.
A member of the partnership.
Single Member LLC treated as a disregarded entity.
The owner of the LLC.
Step 1. Delete The current Signatory
Step 1. Delete The current Signatory
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Company Documents.
Click Open.
Click Manage Signatory.
Click Delete.
Step 2. Assign A New Signatory
Step 2. Assign A New Signatory
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Company Documents.
Click Open.
Select - Yes, I’m authorized to sign official documents for the company.
Click Save & Continue.
Enter the Signatory Personal Details.
Click Save & Continue.
Once the new signatory is added, they'll be prompted to electronically sign a few forms by clicking the Documents section.
Electronically Sign these Documents.
Close the tab.
Change Your Company Bank Account
Change Your Company Bank Account
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Company Bank Account Information.
Click Open.
Click Edit.
Enter the new Routing Number & Account Number.
Click Save & Continue.
⚠️ Updating Bank Account Information is done Manually and will result in Gusto sending two test deposits to your Account that you will need to verify within 48 Hours.
⚠️ Please find steps on Verifying a new Bank Account here > Verify Bank Account in CleanCloud Payroll
Change A State Or Local Payroll Tax Account Number
Change A State Or Local Payroll Tax Account Number
If your state or local tax account numbers were changed or updated, check with the IRS to determine if your FEIN (Federal Employer Identification Number) also needs an update. If you’re issued a new FEIN, here’s how to handle FEIN changes with Gusto.
Update A State Or Local Tax Account Number (if your FEIN has not changed)
Update A State Or Local Tax Account Number (if your FEIN has not changed)
Carefully review any information you’re updating, and all supporting agency documentation (e.g., notices, online portal screenshots, etc)—entering incorrect information can result in notices, penalties, and extra cost and time to correct historical payments and returns.
When one thing changes, others may too—you should check to see if any other important tax details are changing (e.g., state unemployment insurance tax rate changes, or deposit schedule changes for withholding taxes).
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select State Tax Information.
Click Open.
Click View.
Click Edit next to the account number you need to update.
Click Save & Continue.
Close the tab.
If we’ve already made payments and filings to an incorrect account number, you’ll need to fix this with the tax agencies directly (outside of Gusto). Learn how to find your historical tax payments and tax returns in Gusto below.
Heads up: Correcting payments or filings sent to the wrong account number can be tricky.
Change Your State Unemployment Insurance (SUI) Tax Rate
Change Your State Unemployment Insurance (SUI) Tax Rate
State agencies send out notices with your assigned state unemployment insurance tax rates—you'll get one when you first register your company as an employer with the unemployment agency in the state.
(UPDATE THIS WITH A CLEANCLOUD ARTICLE ONCE COMPLETED)
Some states may refer to the agency as a Department of Labor, Workforce, etc.
(UPDATE THIS WITH A CLEANCLOUD ARTICLE ONCE COMPLETED)
You’ll also receive a new tax rate notice with each new year that includes your rate for the upcoming year. Depending on the state, these are often mailed out between November of the prior year through March of the effective year.
Add A New SUI Rate
Add A New SUI Rate
If you get a new rate assigned to you for the current or future periods, update your SUI rate in your company profile by following these steps:
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select State Tax Information.
Click Open.
Click Edit next to "Unemployment Tax Rate"—this may also have other names like "SUI rate" or "Experience rate" based on the state..
Updating your rate only works in states where you currently have active employees.
Here you can also view the past rates you've had in your account.
Click Add a New Rate.
If the rate you're entering was effective during an already closed quarter, and you're adding it after the quarter ended, you'll likely get a notice for taxes owed (if underpaid) or a refund (if overpaid).
Enter the number shown on the notice as a Percentage Rate.
Example: If your notice says you have a rate of .055555, enter 5.5555%.
Set the "Effective Date" as the effective date listed on your notice.1
In most states: The effective date will be January 1.
New Jersey, Tennessee and Vermont: There are a few states that change their rates mid-year, and you should enter an effective date of July 1.
New Hampshire can change their rate effective any quarter, so pay close attention to these rate notices. Enter:
January 1 if the rate takes effect for the period Jan 1 - Mar 31.
April 1 if the rate takes effect for the period April 1 - June 30.
July 1 if the rate takes effect for the period Jul 1 - Sep 30.
October 1 if the rate takes effect for the period Oct 1 - Dec 31.
Click Save & Continue.
Important: If the update is being made after the deadline listed on the notice, agencies may assess penalties and/or interest for underpayments. These are the employer's responsibility to pay.
Correct Your SUI Rate or Effective Date & Review Rate History
Correct Your SUI Rate or Effective Date & Review Rate History
Some tax agencies provide Gusto with "rate exchanges", and you may receive a notification that they’ve already updated your rate. This is a courtesy that's intended to help you pay the correct taxes each quarter.
There may be circumstances when they're unable to confirm your current rate with a tax agency, so your company must still confirm that the correct rates are in your company tax profile.
If you realize that you previously entered an incorrect rate or effective date, update the information in Gusto as soon as you have the correct information.
Go to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select State Tax Information.
Click Open.
XXXXX
WAITING FOR GUSTO TO CONFIRM IF MAKE A CORRECTION IS AN OPTION IN GUSTO EMBEDDED
Correct your SUI rate or effective date and review rate history
Click the Taxes & Compliance section and select Tax setup.
Click Manage Taxes under the applicable State Tax section.
Scroll to "State Tax Settings" and click edit next to SUI Rate.
Updating your rate only works in states where you currently have active employees.
Here you can also view the past rates you've had in your account.
Click Make a correction.
Before the end of each quarter, we'll run a reconciliation payroll to determine if there was a difference between the most up-to-date rate and a previously used rate. If there's a difference, we'll debit the company for the underpaid SUI tax amounts or refund the company for any SUI tax amounts that were over-collected.
If the rate you're entering was effective during an already closed quarter, and you're changing it after the quarter ended, you'll likely get a notice for taxes owed (if underpaid) or a refund (if overpaid).
Gusto does not amend unemployment returns for rate updates retroactively made for an already closed quarter—you can simply pay the agency any amount owed (if you've underpaid), or accept the refund (if you've overpaid).
Enter the number shown on the notice as a percentage rate.
Example: If your notice says you have a rate of .055555, enter 5.5555%.
For information about how to enter your rate correctly for your specific state, go to the state-specific registration article in the Help Center.
Click the Register a company with state agencies or Find your account number and rate info dropdowns, scroll to the applicable unemployment section, and enter the rate(s) as detailed.
Set the "Effective Date" as the effective date listed on your notice.1
In most states: The effective date will be January 1.
New Jersey, Tennessee and Vermont: There are a few states that change their rates mid-year, and you should enter an effective date of July 1.
New Hampshire can change their rate effective any quarter, so pay close attention to these rate notices. Enter:
January 1 if the rate takes effect for the period Jan 1 - Mar 31.
April 1 if the rate takes effect for the period April 1 - June 30.
July 1 if the rate takes effect for the period Jul 1 - Sep 30.
October 1 if the rate takes effect for the period Oct 1 - Dec 31.
Click Save.
Important: If the update is being made after the deadline on the notice, agencies may assess penalties and/or interest for underpayments. These are the employer's responsibility to pay.
Gusto does not amend unemployment returns for rate updates retroactively made for an already closed quarter—you can simply pay the agency any amount owed (if you've underpaid), or accept the refund (if you've overpaid).
If you need assistance adding a rate, contact us from the Help section of your account.
1 Failure to timely update or confirm your State Unemployment Insurance rate may result in additional taxes and penalties being imposed on the taxpayer by the taxing authority or agency.