Finding the right paperwork for your business in the Big Apple is honestly a nightmare sometimes. You’re staring at a form, and it asks for "The City of New York state ID number taxes" or some variation of a state tax ID, and suddenly you realize you have four different numbers and no clue which one is which.
Basically, there is no single "city number" that covers everything.
If you're trying to figure out what number to put on a tax return or a permit application, you've likely bumped into the confusing overlap between New York State (NYS) and New York City (NYC). They play together, but they definitely have their own rules.
Which ID Number Do You Actually Need?
Most people are looking for one of three things when they search for this. First, there’s the Employer Registration Number. If you have people on payroll, the NYS Department of Labor gives you an eight-digit number. It’s separate from your federal EIN.
Then you’ve got the Sales Tax Identification Number. If you're selling coffee in Brooklyn or clothes in Soho, you need a Certificate of Authority. That ID number is what you use to remit the sales tax you’ve collected to the state.
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Wait, it gets weirder.
Sometimes, the state uses a TF Number. This is a temporary ID they slap on your business if you haven’t gotten your federal EIN yet but you’ve already registered the entity with the Department of State. If you see a number starting with "TF," just know it’s a placeholder. Once your federal EIN arrives, you have to update the state, or things get messy.
The Federal Connection
Kinda surprisingly, for a lot of state withholding, your "State ID" is actually just your Federal Employer Identification Number (EIN).
When you file your quarterly NYS-45 (that’s the big combined return for withholding and unemployment), you’re often using your nine-digit EIN. But don't let that fool you into thinking you don't need a state-specific registration. You still have to link that EIN to a New York account through the New York Business Express portal.
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The 2026 LLC Transparency Act Shakeup
Honestly, 2026 is a weird year for New York business owners. As of January 1, 2026, the New York LLC Transparency Act is officially in full swing.
This isn't exactly a "tax ID," but it's a "Unique ID Number" requirement that is catching everyone off guard. If you own an LLC in NYC or anywhere in the state, you now have to report your beneficial ownership information.
You’ll have to provide a unique identifying number from a legal document—like a passport or driver's license—directly to the NY Department of State. Unlike the federal version, New York isn't letting you use a FinCEN ID as a shortcut. You have to manually put that info in. If your LLC existed before 2026, you've got until the end of the year to get this done. If you're starting a new one today? You’ve only got 30 days.
NYC Specifics: Business Corporation Tax
If you are doing business specifically within the five boroughs, you’re dealing with the NYC Department of Finance.
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New York City is one of the few places in the country that has its own distinct corporate taxes—like the General Corporation Tax (GCT) or the Unincorporated Business Tax (UBT). When you file these, you generally use your federal EIN.
However, if you're a vendor for the city—say you're fixing sidewalks or providing software to a city agency—you’ll need an NYC Vendor ID. This is a 10-digit number from the PASSPort system. It’s not for "taxes" in the sense of paying them, but it’s the only way the city will pay you.
Common ID Mistakes
- Mixing up the Vendor ID and Tax ID: The NYS Vendor ID is for getting paid by the state; the Sales Tax ID is for paying the state.
- The "00" Branch Code: Many forms ask for a branch code after your tax ID. Unless you have a specific reason to have multiple locations registered separately, this is almost always
00. - Thinking the DOS ID is a Tax ID: When you look up your business on the Department of State website, you’ll see a DOS ID. This is for corporate record-keeping. Do not try to use this on a tax return. It will get rejected faster than a tourist at a "local's only" dive bar.
How to Find Your Numbers Right Now
If you’re lost, stop guessing.
- Check your NYS-45: If you’ve ever run payroll, this form is a goldmine. Your 8-digit UI (Unemployment Insurance) number and your withholding info are right there.
- Log into Business Express: The NY.gov Business portal is where all these IDs live under your profile.
- The Certificate of Authority: If you’re a retail shop, that paper should be framed on your wall by law. Your Sales Tax ID is printed right on it.
Actionable Next Steps
Check your status for the New York LLC Transparency Act immediately. If you are a reporting company, you need to gather the "Unique ID Numbers" for every person who owns 25% or more of your business and file that disclosure with the Department of State.
Next, verify that your federal EIN is correctly linked to your NYS Department of Labor account. If you’ve been using a "TF" number for more than a few months, you’re overdue to update your record to your permanent EIN via form CT-198.
Lastly, if you're doing business in the city, ensure you’ve checked if you're liable for the Metropolitan Commuter Transportation Mobility Tax (MCTMT). This is a specific tax for the NYC region that requires its own registration if your payroll exceeds certain thresholds per quarter.