Process New York state payroll tax forms for electronic filing

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

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.

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
Print
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

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.

Re-process a rejected Form NYS-1

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
then
Process Electronic Forms
and re-transmit the form.