Overview

The e-filing method described here is currently the only method available to employers to directly e-file quarterly reports with the NYS. Other methods (FSET or Publication 72) require a payroll service to submit on your behalf.

Electronic filing is mandatory for withholding tax filings. Filers of paper returns may be subject to penalties and delays in processing. For more information see Electronic filing mandate for business taxpayers, and Electronic filing of NYS-45.

The NYS Online Services website allows you to e-file using their web forms for both NYS-45 and NYS-45-ATT wage reporting, using manual data entry. To avoid manual data entry of the employee wage reporting data, you can upload a file conforming to the Publication 69 file format. This is the file produced by version 8.0 and later of the NYS-45 Plugin.

To e-file with this Plugin, you upload the NYS-45-ATT wage reporting file it produces via the NYS Online Services website, and then either enter the NYS-45 form employer information on the web site, or mail just the NYS-45 form the Plugin prints.

Unfortunately, there is currently no method available to upload the NYS-45 form information on the NYS Online Services website.

IMPORTANT NOTE: The Plugin does not transmit the data to the tax agency. You must login to your NYS Online Services account using a web browser and follow the instructions there to upload the file produced by this Plugin.

Detailed Instructions

You must have an account on NYS Online Services before proceeding.

One-time Approval Process - Submit Test File

Prior to e-filing your first real wage reporting return, you must submit a test file (with real data). The NYS will validate the file and notify you of approval within 30 days. Once you are approved you can begin uploading files each quarter.

1. Run Qxtender and use the NYS-45 Plugin to prepare a quarterly report as usual, using the most recent complete quarter, and have it create the Pub 69 file. (instructions)
2. Login to your NYS Online Services account using your web browser.
3. Click on Employment & withholding taxes item in the Services menu, on the left panel of the web page, to expand a sub-menu.
4. Click the Wage reporting upload item on the sub-menu, and a new page will open.
5. Read the information on the page.
6. Set the Year and Quarter to match the file you are submitting.
7. Set the Type of File to "Test."
8. Click the Browse... button and select the Pub 69 file produced by the Plugin.
9. Click the Upload File button.
10. The NYS will notify you of approval within 30 days. Once you are approved you can begin uploading files each quarter as described below.

E-File Procedure - Wage Reporting - NYS-45-ATT

1. Run Qxtender and use the NYS-45 Plugin to prepare your quarterly report as usual, and have it create the Pub 69 file. (instructions)
2. Login to your NYS Online Services account using your web browser.
3. Click on Employment & withholding taxes item in the Services menu, on the left panel of the web page, to expand a sub-menu.
4. Click the Wage reporting upload item on the sub-menu, and a new page will open.
5. Read the information on the page.
6. Set the Year and Quarter to match the file you are submitting.
7. Set the Type of File to "Original."
8. Click the Browse... button and select the Pub 69 file produced by the Plugin. If you are archiving your e-file files, be sure to select the correct file.
9. Click the Upload File button.

NYS-45 Employer Information filing

While logged in to your NYS Online Services account, click on the NYS-45 web file item under theEmployment & withholding taxes item in the Services menu, on the left panel of the web page, and enter and submit the information there. When you get to the section "Wage Reporting Filing Options" select the "I plan to do a wage reporting upload independent of this application."

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Print the NYS-45 front and back, and mail to the NYS (do not mail the NYS-45-ATT pages).