Preparing a NYS-45

Setting Up the W-2 for NYS-45 Locality Information

1. Click on the Payer List button.
2. Double click on the Payer name.
3. Highlight the recipient.
4. Double click on the W-2 form in the Form List.
   • Verify that the necessary amount types are selected:
     1. Click on the Amnts button in the upper right corner.
     2. Click on the Non-Defaults tab above the window on the left.
     3. Select the locality amount types needed.
     4. Click Include to carry them over to the Currently Selected Amount Types listing.
     5. Click OK to close the Amount Types screen.
5. Click on the Return Information tab.
6. Add the locality to the State and Local Information section.

Setting Up W-2 Form

1. Click on the Payer List button.
2. Double click the payer name.
3. Highlight a recipient.
4. Double click the W-2 for the recipient.
5. Click on the Return Information tab.
6. Verify that the state has been entered in the State and Local Information section.
7. Click on the Transaction Summary tab.
8. Verify that the NY State 1 Column C Wages amount type is there and completed.
   • If it is not listed, please see the "Setting up the W-2 for NYS-45 locality information" section above.
9. Verify that dollar amounts are entered in the necessary fields.
   • If the dollar amounts are not present, complete these fields.
10. Click Save.
11. Click OK to close the form.
12. In the Form List, verify that the transaction has a Last Action Date in the quarter of the NYS-45 form being created.
13. From the Payers & Recipients screen, select the Payer List tab.
14. Highlight the payer with the NYS-45.
15. Double click the NYS-45 to open the form.
16. Click on the Fill button on the right to update the state form.

Adding a New York NYS-45

1. Click on the Payer List button.
2. Highlight the payer the NYS-45 is to be added to.
3. Click on the Add Form button.
4. Choose New York from the Federal/State/Local drop down box.
5. Choose the NYS-45 from the Form Name drop down.
6. Choose the appropriate quarter.
7. Click OK.

1. Click the Payer List button.
2. Choose the payer.
3. Choose the NYS-45 form in the Form List.
4. Click the Print button on the right side of the window.
5. Choose the type of form to print.
6. Click Print.

Setting up the NYS-45 for E-Filing

1. Click on the Payer List button.
2. Highlight the payer name.
3. Create a new NYS-45, or double click on the existing NYS-45 form in the Form List.
4. Check the Check if you intend to file the Form NYS-45/ATT via the E-file Center box.
5.  If there is a balance due for the Unemployment Insurance (UI) or Withholding Tax (WT) check the submit payments boxes at the end of Part A and B.
6. Enter the Balance Due Payment information for the UI and WT in the section below Part E (Change of Business Information).
7. Select the method of filing for the NYS-45/ATT.
8. Complete the Paid Preparer's information, if applicable.
9. Complete the Signer's information.
10. Click Save.
11. Click OK.

Information Required for E-Filing

• A Method of Filing this NYS-45 / ATT must be selected below Part E on the prep screen.
  • For both Self-Filer and Paid Preparer, information must be entered in the following required fields: Signer's Name, Title, Telephone number, Email, and Date Signed.
• When filing as a Paid Preparer, information must be entered in the following required fields in the Paid Preparer's Use section: Date, Preparer's Name, Preparer's Firm Name and EIN, Address (including City, State, and Zip Code), Telephone Number, Preparer's PTIN or SSN.
  • Paid Preparers must have authorization from their clients to e-file NYS-45 / ATT.
  • A link to New York's authorization Form TR-579-WT is provided on the prep screen when "Filing electronically as Paid Preparer" is selected in Method of Filing.
  • Form TR-579-WT is retained by the preparer, and is not sent in to the state.
• In Part C, Employee wage and withholding information, the Social Security Number (SSN) in column (a) cannot be left blank for electronic filing. Also note that New York does not allow an Individual Taxpayer Identification Number (ITIN) to be reported in place of an SSN.
  • If a recipient does not have a valid Social Security Number, enter “000-00-0000” as the SSN on the Manage Recipient screen; this will be accepted by New York for electronically filed NYS-45 forms.

Since NY requires valid employee Social Security Numbers for Wage Reporting, New York will contact employers that report “000-00-0000” for recipient SSNs, in order to request employees’ actual Social Security Numbers.

"Check if you intend to file form NYS-45/ATT via the E-File Center" Is Not Available

This box may be unavailable due to one or more of the following reasons:

• The Payer has a foreign address.
• The Payer's TIN is not an EIN.
• The Payer's UI Employer Registration Number or Withholding ID Number is not in a correct format.
• The Payer's Withholding ID Number begins with "NY" or "TF".

If a NYS-45 was already filed through the E-file Center, the balance due payment, withholding payment, or unemployment insurance payment cannot be made through Yearli. The payment information must be included on the original filing of these forms in order to make the payment through Yearli.

If the form was already filed without the payment information, the payment still can be made online:

• NYS-45 payments can be made at https://tax.ny.gov. If you do not already have an account setup there, you will need to setup an account to make the payment online.

Enter Bank Account Information

1. Click on the Payer List button.
2. Choose the payer the NYS-45 form is assigned to.
3. Click the Add Form button.
4. Choose New York from the Federal/State/Local drop down menu.
5. Choose NYS-45 / ATT from the Form Name drop down.
6. Check the box in the upper right corner, Check if you intend to file Form NYS-45 / ATT via the E-file Center.
7. Verify and complete the data entry of the NYS-45 form.
8. At the bottom of section Part A, choose the appropriate check box: Submit UI payment using the E-file Center and/or Submit WT payment using the E-file Center.
9. In the E-file Center Balance Due Payment Information section, enter the necessary bank account information.
   • If you wish to have the payment debited at an alternate date, enter this date in the Payment Settlement Date field.
   • An alternate Payment Settlement Date is not available when filing NYS-45 for a prior quarter.
10. Complete the remaining e-file and form data.
11. Click the Save button.
12. Click OK to close the form.
13. E-file the return via the E-file Center as usual.

Payment Notes

• Payments for Unemployment Insurance (UI) and Withholding Tax (WT) due on NYS-45 / ATT should be submitted along with e-filed NYS-45 / ATT returns.
  • If payment is not submitted with the NYS-45 filing, New York will send the employer a bill for the balance due.
  • The employer will be subject to late payment penalties if the balance due is not paid by the NYS-45 due date (per the New York Tax Department, bills are sent out approximately six weeks after the NYS-45 due date).
• For electronic filing, New York requires separate payments for Unemployment Insurance and Withholding Tax. Complete the following fields in the E-file Center Balance Due Payment Information section (below Part E) for each tax type:
  • Type of Account (Checking or Savings).
  • Bank Routing Number.
  • Account Number.
  • Account Holder Name.
  • Type of Account Holder (Business or Personal).
  • Payment Settlement Date (Optional - Date the payment is to be debited from the account).
• These fields are available when there is a balance due and the "Submit UI payment using the E-file Center" checkbox (below line 11) and/or "Submit WT payment using the E-file Center" checkbox (below line 21) are checked.
• New York recommends that filers check with their bank if they plan to pay electronically. The information below is from New York's e-file handbook.

ACH Debit Block

• Debit block services protect your bank accounts from unauthorized electronic charges. The block (or filter) provides stringent control over electronic transactions posted to bank accounts. Your bank will only process authorized transactions.
• Check with your bank before setting up a debit payment. If you have a debit block on your bank account, you must provide the information below to your bank so it can process your payment(s).
• You must provide the names and IDs for both the existing company and new company for each type of payment you make.

If you don’t provide this information, your bank could reject the payment. In this case, you may receive a bill from the Tax Department and/or the Department of Labor for the amount due, including penalty and interest.

You must provide the authorization information below for each type of payment you make:

Common NYS-45 E-File Validation Errors

• Payer: 123456789 (PayerName) - The element 'PayerCompany' has incomplete content. List of possible elements expected: 'USZipExt, EmailAddress, Phone'.
  • The payer is missing a zip code extension, email address, or phone number. Verify that the payer information contains this information and attempt to e-file again.
• Either the 'TransmitterContactTwo' is missing or out of order, or the element 'DeviceID' is invalid.
  • To resolve this error, close the Yearli software completely, re-open the Yearli program and attempt to e-file the form again.
• Preparer Firm Name Invalid.
  • The Preparer's Firm Name on the NYS-45 form contains an invalid character. Remove any punctuation from the Preparer's Firm Name field on the NYS-45 (periods, commas, etc.) and attempt to e-file the form again.