Payroll Service Provider Information

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Maine Revenue Services (MRS) is in the process of modernizing its decades-old online tax system to make it easier, faster, and more convenient for the public to file, pay, and manage state taxes. The new system, called the Maine Tax Portal, is now available for businesses to file and pay their own Maine Income Tax Withholding. It is also available for bulk filing of Income Tax Withholding by Payroll Service Providers and other remitters.

Any business already registered for a Maine Income Tax Withholding account will receive an Invitation Letter to join the Maine Tax Portal. The Invitation Letter will contain their new 8-digit Maine Withholding Account ID and important information about creating a username on the Maine Tax Portal.

As a Payroll Service Provider, you have two options on how you can use the Maine Tax Portal to support your clients. Option One is submission of a bulk withholding file for all clients, while Option Two is submission of a single withholding return and/or payment on behalf of a client. Instructions for each option are detailed below.

Option One - How to submit a bulk withholding file:

As a Payroll Service Provider who submits bulk withholding files to Maine Revenue Services, you would simply create a username and password on the Maine Tax Portal and follow the directions below.

  1. Log into the Maine Tax Portal at revenue.maine.gov
  2. Select the “More” tab
  3. Locate the “Payments & Returns” panel
  4. Select “Upload Bulk Withholding File”
  5. Enter the .txt file and validate it before submitting to Maine Revenue Services.

All Income Tax Withholding files submitted on the Maine Tax Portal must conform to the MRS specifications, available at maine.gov/revenue/electronic-services/meetrs-file-upload. Files that do not adhere to these rules, will not pass validation. A sample file is available at the link above.

Option Two - How to set up Third Party Access to your client’s account for submission of a single withholding return and/or payment on behalf of a client:

Note: A Payroll Service Provider does not need to have Third Party Access to client accounts to provide a bulk filing to MRS.

  1. Your client will need to create a username on the Maine Tax Portal.

Note: This username creation should be done by the owner of the business. The business should not share the account username or password with any other entity, rather they should encourage the other entity to request Third Party access.

  1. You, as a Payroll Service Provider, will need to create your own username on the Maine Tax Portal.
  1. Go to the Maine Tax Portal at revenue.maine.gov
  2. Select “Create a Username”
  3. Select “I am a licensed payroll processor or independent third-party who works on behalf of a person or entity.”

Note: If you are a Payroll Service Provider who works for multiple clients, you only need to create one username and password on the Maine Tax Portal. Through this one account, you can request access to all of your clients’ accounts.

  1. Once your username and password are created, you will need to request access to your client’s account.
  1. Log into the Maine Tax Portal at revenue.maine.gov
  2. Select “Manage My Profile”
  3. Select the “More” tab
  4. Locate the “Access Management” panel
  5. Select “Request Third Party Access”
  6. Enter your client’s information You will need the client’s EIN/SSN and 8-digit Account ID to request access.
  7. You will receive a confirmation number for your request.
  1. Once you have requested access to your client’s account, your client will need to log in to his or her own Maine Tax Portal account and authorize third party access.
  1. The client should log into the Maine Tax Portal at revenue.maine.gov
  2. Select “Manage My Profile”
  3. Select the “More” tab
  4. Locate the “Access Management panel”
  5. Select “Pending Third Party Requests.” Once your client grants access, you will be able to view your client’s account(s) through your Maine Tax Portal account.