Learn

Sign into your products Sign in to manage account

Process New York state payroll tax forms for electronic filing

Accounting CS offers the ability to electronically file the New York state Form NYS-45 and the NYS-1 payment voucher. Use the following steps to set up clients for NY e-filing and processing. (Mandatory electronic filing for New York withholding began on April 30, 2015).

Client setup

Select Setup
, Clients
, then select the client.

Select Edit
, then the Payroll Taxes
tab.

Verify that the following information is entered:

Unemployment ID (must be 7 digits long)

Withholding ID

note

The 1st 9 digits of the Withholding ID must be the same as the Federal EIN. The last 2 digits are your extension code.

Unemployment rate

In the Taxes grid, verify that each of the New York withholding items is assigned to an Agent.

In the Forms grid, verify the Filing Method for the NYS-45 is Electronic
or Electronic with payment
, and the Do Not File
checkbox is cleared.

Select Additional Information
next to New York and complete all of the fields.

Bank Account Setup

Select Setup
then Bank Accounts
.

In the Identification section of the Main tab
, enter the bank account holder name in the Account holder name field.

Select Enter
to save the bank account information.

Vendor setup

Electronic with payment

Select Setup
, Vendors
, select the NYS Income Tax vendor, then select Edit
.

On the Main tab in the Payment Preferences section, select the bank account.

Verify that the Method
field is set to Electronic
and an authorization number is entered.

note

Your authorization number is a 6-digit number provided to you by New York State when you enroll for EFT filing with the PrompTax program. This number isn't required when filing the NYS-1 form.

Electronic (no payment included)

Select Setup
, Vendors
, select the NYS Income Tax vendor, then select Edit
.

On the Main tab in the Payment Preferences section, select the bank account.

Verify that the Method
field isn't set to Electronic
.

Other setup items

Select Actions
, Process Electronic Forms
, then Transmission Information
.

Enter the information in the General, Federal, and New York sections.

note

In the Reporting Agent PIN field, you'll need to enter a 10-digit, numeric PIN (of your choice) to use as the firm's electronic filing signature. This PIN isn't assigned by the state, but it's required. Your electronic files will be rejected if this field is left blank.

Select Setup
, Firm Information
, Staff
, then select the payroll form preparer.

Verify that the following information is entered:

Title

Business address

Business phone number

Email address

PTIN and Third-party designee PIN

Process Form NYS-45

Select Actions
then Edit Payroll Tax Forms
.

Filter for Form type:
Reconciliation, mark the Quarterly
checkbox, and select the quarter and year.

Select Refresh
then select NY
in the Jurisdiction
field and NYS-45
from the Form
field.

Review the automatically filled in fields, and enter any information into fields marked with a red triangle.

Address any diagnostics that display on the screen.

Select Actions
then Process Payroll Tax Forms
.

Filter for Form type:
Reconciliation, mark the Quarterly
checkbox, and select the quarter and year.

Select Refresh
.

Select the plus sign near the client to see the available forms.

Mark the checkbox near NYS-45 and verify that the filing method is Electronic
or Electronic with payment
.

Select Process Selected
.

In the

window, make your output selections with the Filing copy
checkbox marked. Nothing will physically print unless the Client copy
checkbox is marked.

Select Actions
, Process Electronic Forms
, then select the checkbox next to the forms you're ready to transmit.

Select Transmit Forms
to send the NYS-45 and NYS-1 information to the state. If your filing method was set to Electronic with payment
, the liability will also be marked as closed.

Process Form NYS-1

The application automatically generates Form NYS-1 when the following criteria are met:

There is a balance due on Form NYS-45.

There are open liabilities on the Print Checks screen (or Manage Impound Payments).

The NYS Income Tax vendor has a payment preference of Electronic.

The filing method for the NYS-45 is Electronic with payment.

You can make payments without processing form NYS-45. Print the liability payment on the

Print Checks

screen, and then the NYS-1 form is available for transmission on the

Process Electronic Forms

screen.

Re-process a rejected Form NYS-1

If you file NYS-1 and it is rejected, use the following steps to re-file after you make any necessary corrections.

Select
Actions
then Enter Transactions
.

Locate the NYS-1 payment in the list of transactions, then select it.

Select Delete
.

Select Actions
then Process Electronic Forms
.

Select Manage Electronic Forms
.

Use the filters to locate the rejected NYS-1 form.

Mark the checkbox for the form, then select Remove Selected
.

Select File
, Print Checks
or Actions
, Manage Impound Payments
and re-process the payment.

Select
Actions
then Process Payroll Tax Forms
and re-process the NYS-1 form (or NYS-45, whichever applies).

Select Actions
tjem Process Electronic Forms
and re-transmit the form.

This article applies to:

Product: accountingcs
State: allstates
Subject: payroll-checks,payroll-tax-forms

Solutions

Law firms

Tax, audit & accounting firms

Corporations

Governments

Success stories

Products

Legal

Trade & supply

Tax, audit & accounting

Risk & fraud

Books

Recommended products

Purchase

Buy solutions

Buy books

Contact sales

Questions? We are here to help.

Resources

Insights

Events

Product training

Product communities

Developers

Highlights

Help

Learn

Process New York state payroll tax forms for electronic filing

Client setup

Bank Account Setup

Vendor setup

Other setup items

Process Form NYS-45

Process Form NYS-1

Re-process a rejected Form NYS-1

This article applies to: