Admins with the required permissions can update a company's details in CleanCloud Payroll.

If you’re looking to update details for an individual team member instead of the company, use the resources below:

For U.S. Employees

For U.S. Contractors

Edit their personal info.

Change Your Federal Employer Identification Number (FEIN)

Changing your FEIN has serious tax implications. CleanCloud Payroll will help keep your reporting accurate, but full updates may take several weeks.

🪄 Tip: Please contact CleanCloud Payroll Support for instructions on how to update your FEIN.

Change Your Company or Entity Type

If your company type has changed, here’s what to do next:

If Your FEIN Changes

Check with the IRS to determine if your new company type requires a new FEIN.
If a new FEIN is required, follow these steps to update your FEIN in CleanCloud Payroll.
Contact all state and local tax agencies to determine if you need new account numbers.
Add the new tax account numbers to your new company profile in Gusto using the updated FEIN.
Keep your previous tax account numbers in the original Gusto company profile.

If Your FEIN Stays the Same

You can change your company type within your existing Gusto profile:

Go to Settings → Admin → Payments & Finances → Payroll.
Click on the dropdown menu by Gusto Onboarding Form, and select Federal Tax Information.
Click Open.
Select your Tax Payer Type.
Click Save & Continue to update.
Close the tab.

👉 Heads up: You may be asked to make additional updates. For example, if your company becomes an S-Corporation, you’ll need to identify your firm’s 2% shareholders.

Manage Company Addresses

A company location can be any address where employees work (or live, if remote), or your legal/mailing address. If you’ve added a new location, enter it in CleanCloud Payroll.

Important Reminders:

If you’ve updated your legal or mailing address, notify the IRS.
Also notify any states where you’re registered so they can update their records.
If you’ve never registered in a state where employees now work, you must register before updating CleanCloud Payroll.
If you don’t notify agencies before making updates in CleanCloud Payroll, payments or filings may fail.

Add a Company Address

Go to Settings → Admin → Payments & Finances → Payroll.
Click the dropdown by Gusto Onboarding Form, then select Company Addresses.
Click Open.
Click Add Address.
Enter the new physical work address (not a PO Box).
Select whether it’s a Mailing and/or Filing Address.
Click Save & Continue.
Close the tab.

✅ Gusto will file taxes for this address after you pay employees located there.

🚫 Do not delete old addresses where employees previously worked—they’re needed for tax records.

Change Your Main Company Location (Mailing & Filing Address)

Before changing the primary address, make sure the new location is added using the steps above.

ⓘ Important: Changing your mailing/filing address will block payroll until your signatory re-signs the required forms.

Go to Settings → Admin → Payments & Finances → Payroll.
Click the dropdown by Gusto Onboarding Form, then select Company Addresses.
Click Open.
Click Edit next to the new address.
Select the appropriate box for Mailing and/or Filing Address.
Click Save & Continue.
Close the tab.

💡 Already-submitted filings do not need to be re-submitted if only the filing address changed.

View or Move Employees Working at a Company Location

Changing employee locations may impact taxes and trigger follow-up steps. Check your payroll dashboard for action items.

Go to Settings → Admin → Payments & Finances → Payroll.
Click the dropdown by Gusto Onboarding Form, then select Manage Employees.
Click Open.
Click the ⫶ next to the employee > Edit Information.
In the Personal Details tab, choose the correct Work Address.
Enter the Start Date for that address.
Click Save & Continue.
Close the tab.

Change the Company Signatory

The signatory is responsible for electronically signing all government forms.

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.

⚠️ Payroll is paused until your new signatory re-signs the forms.

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

Go to Settings → Admin → Payments & Finances → Payroll.
Select Company Documents from the dropdown by Gusto Onboarding Form.
Click Open.
Click Manage Signatory.
Click Delete.

Step 2: Assign a New Signatory

Go to Company Documents again > Open.
Confirm you’re authorized.
Enter the signatory’s personal details.
Click Save & Continue.
Have the signatory electronically sign documents in the Documents section.
Close the tab.

Change Your Company Bank Account

Go to Settings → Admin → Payments & Finances → Payroll.
Under Gusto Onboarding Form, select Company Bank Account Information.
Click Open.
Click Edit.
Enter your new Routing Number and Account Number.
Click Save & Continue.

⚠️ Gusto will send two test deposits to verify the new account. You must verify them within 48 hours.

👉 Verify Bank Account in CleanCloud Payroll.

Change Your Federal Deposit Schedule or Filing Frequency (941, 944)

Go to Settings → Admin → Payments & Finances → Payroll.
Click on the dropdown by Gusto Onboarding Form, and select Federal Tax Information.
Click Open.
Select the correct federal filing form from the dropdown.
Click Save & Continue.
Close the tab.

Additional details about Form 944

The IRS allows certain small businesses to file annually on Form 944 instead of quarterly on Form 941. While this may seem like a benefit for small employers, the IRS may change your filing requirement mid-year, which could result in notices and penalties if returns are late.

Filing more frequently (on Form 941) is the best way to prevent that from happening, and it costs the same, no matter how frequently we file (quarterly or annually).

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 also needs an update. If you’re issued a new FEIN, refer to the steps under "Change Your FEIN."

If your FEIN did not change, follow these steps:

Go to Settings → Admin → Payments & Finances → Payroll.
Click on the dropdown 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.

⚠️ Incorrect information can result in notices, penalties, and corrections. Always cross-check with your official agency notices or online portals. Check if any other tax-related details, like unemployment insurance rates or deposit schedules, also need updates.

If payments or filings were submitted using the wrong account number, contact the tax agency directly. Gusto does not handle corrections on your behalf in these cases.

Change Your State Unemployment Insurance (SUI) Tax Rate

States assign unemployment insurance (SUI) rates when you register as an employer and may issue new rates annually.

Some states use different agency names (e.g., Department of Labor, Workforce Agency). Be sure to check your notice carefully.

Simply follow the steps below to add your new SUI Rate assigned by the State.

Add a New SUI Rate

If your state assigns you a new State Unemployment Insurance (SUI) tax rate, whether for the current year or an upcoming one, you must update your rate in CleanCloud Payroll to ensure accurate tax calculations and compliance.

You will typically receive your rate via a letter or online notice from the state unemployment agency. These rates are reassessed each year based on your company's claims history, tax category, or experience rating.

Follow the steps below to add your new SUI rate:

Go to Settings → Admin → Payments & Finances → Payroll.
From the dropdown by Gusto Onboarding Form, select State Tax Information.
Click Open.
Click View.
Click Edit next to the line labeled Unemployment Tax Rate. This may also be listed as "SUI rate," "Experience Rate," or something similar depending on your state.
On the rate detail screen, click Add a New Rate.

Here, you’ll also be able to review your historical SUI rates if they have previously been entered.

Enter the new rate as a percentage. Make sure to enter the value shown on the state notice.
- For example: If your notice shows a rate of .055555, you should enter 5.5555%.
Set the Effective Date listed on the notice.
- In most states, the effective date will be January 1 of the calendar year.
- In New Jersey, Tennessee, and Vermont, the rate may take effect mid-year. If so, use July 1.
- In New Hampshire, the state may issue new rates quarterly. Use the following guidance:
  - January 1 for Q1.
  - April 1 for Q2.
  - July 1 for Q3.
  - October 1 for Q4.
Click Save & Continue.
Close the tab.

⚠️ Important: If you’re entering the rate after the quarter has already closed, and the new rate affects a past period, you might receive a notice for taxes owed (if underpaid) or a refund (if overpaid).

If your rate submission is late or incorrectly entered, the state agency may apply penalties or interest for underpayments. These costs are the responsibility of the employer.

💡 Before each quarter ends, Gusto runs a reconciliation payroll to compare your submitted rate with the latest one on file. If differences are found:

Gusto will debit your account for any underpaid SUI amounts.
Or refund your account for overpaid SUI taxes.

⚠️ If the corrected rate applies to a closed quarter, Gusto does not amend prior unemployment returns. In that case:

You should pay the agency directly if taxes are owed.
Or accept the refund if you overpaid.

📌 For state-specific rate entry guidance, refer to the Help Center article titled:

Register a company with state agencies
Find your account number and rate info

ⓘ Failure to timely update or confirm your SUI rate may result in additional taxes, penalties, and interest being assessed by the tax agency. This liability is solely the employer’s responsibility.

If you need help with corrections or additions, reach out through the Help section in your CleanCloud Payroll account.

Change Your State Deposit Schedule or Filing Frequency

A deposit schedule (also called a filing frequency) tells you how often your company must send payroll taxes to a state. Each year, the state may change your schedule based on how much tax you paid last year.

When do deposit schedules change?

State agencies may send new deposit schedules at the end of the year for the next calendar year. Your company may need to deposit more or less often than before.

If you get a notice from the state about a new tax deposit schedule head into CleanCloud and:

Go to Settings → Admin → Payments & Finances → Payroll.
From the dropdown by Gusto Onboarding Form, select State Tax Information.
Click Open.
Click View.
Click Edit next to Deposit Schedules.
Click Add New, and select the Effective Date of the change and amend the Filing Frequency.
Click Save & Continue.
Close the tab.