Insights

As we approach 2025, state-level payroll tax updates are set to impact businesses across the country. From new wage laws to changes in tax rates, these updates can significantly affect your payroll processes and overall compliance. Small business owners and HR managers need to be aware of these changes to avoid costly mistakes and ensure smooth payroll operations for the upcoming year.

Here’s a roundup of state payroll tax updates for 2025 that employers need to keep an eye on.

1. Changes to Minimum Wage Laws

Several states are increasing their minimum wage rates in 2025, which will directly impact payroll for businesses that pay employees by the hour. Some states, such as California, New York, and Washington, have already set scheduled minimum wage increases. Other states are in the process of reviewing their wage laws.

• What You Need to Do: Ensure your payroll system is updated to reflect new minimum wage rates. If you have employees in multiple states, be prepared to adjust pay rates for workers in affected areas. It’s crucial to stay informed about the minimum wage changes in your state or states of operation.

2. State-Specific Paid Leave Programs

Many states have introduced or expanded paid family leave or paid sick leave programs, which could impact your payroll taxes and compliance requirements. For example, California, New Jersey, and New York already have robust paid leave programs, and other states are following suit.

• What You Need to Do: Familiarize yourself with the specifics of your state’s paid leave program, including contribution rates and employee eligibility. For businesses in states with paid leave programs, ensure that you’re withholding the correct amounts for these benefits and making necessary contributions.

3. New State Payroll Tax Rates

Some states are adjusting their payroll tax rates in 2025, impacting both employers and employees. These state-specific taxes, such as unemployment insurance (UI) and state disability insurance (SDI), could see rate hikes in the coming year.

• What You Need to Do: Review your state’s current payroll tax rates and prepare for any increases. Employers need to ensure that they’re withholding the correct amounts for unemployment taxes, SDI, and other state-specific payroll taxes.

4. Expansion of Family Leave Tax Credits

States like New Jersey and Rhode Island are expanding their family leave tax credits for businesses that provide paid family leave to their employees. These credits can help offset the costs associated with providing paid leave.

• What You Need to Do: If your business provides paid family leave, check whether your state offers credits or incentives for doing so. Make sure your payroll system accounts for any tax credits you may be eligible for in 2025.

5. Changes to Workers’ Compensation Insurance Requirements

Several states are making adjustments to their workers’ compensation insurance requirements. In 2025, some states may increase the rate at which employers must contribute to workers’ compensation programs, particularly for industries that are considered higher-risk.

• What You Need to Do: Review your workers' compensation insurance premiums and prepare for potential rate changes. Your state’s department of labor or workers' compensation board will provide the most up-to-date information about changes to these insurance rates.

6. Local Payroll Tax Updates

In addition to state-level changes, many cities and counties are implementing or updating their local payroll taxes. For example, certain cities like Philadelphia and San Francisco have local income taxes that employers must withhold from their employees' wages.

• What You Need to Do: If you operate in a city or county with local payroll taxes, make sure you're updated on the latest local payroll tax rates. You may need to adjust your withholding practices and payroll software to comply with these local tax laws.

7. Adjustments to State Unemployment Insurance (UI) Taxes

State unemployment insurance (UI) taxes are another area where changes are expected in 2025. Some states, especially those with higher unemployment rates, may increase UI rates to replenish their unemployment trust funds. These changes will affect both the employer and employee portions of the tax.

• What You Need to Do: Ensure your payroll department is prepared for any changes in UI tax rates in your state. Review your state’s unemployment insurance tax rates for 2025, and make adjustments to ensure your business is compliant.

8. Increased IRS Scrutiny on State Payroll Compliance

With the increase in IRS funding, businesses may face more scrutiny of their state payroll tax compliance. The IRS is focusing on ensuring that businesses properly report payroll taxes and comply with state-level requirements.

• What You Need to Do: Make sure that all payroll records are accurate and up to date, and that taxes are withheld and remitted correctly. Regular audits of payroll records can help prevent mistakes that could lead to penalties.

9. State-Specific Tax Credits for Hiring

Some states are offering new tax credits for businesses that hire employees in certain industries or areas, including economically disadvantaged regions. These credits may be available for businesses that hire full-time employees or those involved in job training programs.

• What You Need to Do: If your business is in an area eligible for such credits, work with your tax advisor to ensure you’re taking full advantage of these incentives. Make sure you properly document qualifying employees and job training efforts.

10. State Changes to Withholding Tax Forms

Many states require businesses to submit updated state withholding tax forms at the beginning of each year. In 2025, expect some states to update their forms or introduce new requirements for employers to report wages, withholdings, and employee exemptions.

• What You Need to Do: Check your state’s tax department website for any new payroll withholding forms for 2025. Ensure that all your employees complete any necessary forms to update their withholdings and prevent under- or over-withholding on their paychecks.

Final Thoughts: Stay Prepared for Payroll Tax Changes in 2025

State payroll taxes can be complex, especially with new laws and regulations coming into effect. As an employer, it’s essential to stay informed about any changes that might affect your payroll operations. By proactively updating your systems and ensuring compliance with state and local tax laws, you can avoid penalties and create a smoother payroll process for your business.

To stay ahead of the curve in 2025, work closely with your payroll provider and tax advisor to ensure that your business is compliant with all payroll tax updates. With proper planning and preparation, you can navigate these changes confidently and focus on growing your business.

Need help with state payroll tax compliance? Contact us today to ensure you're ready for 2025 and beyond.