Why is employee information not flowing to the NYS-45?

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:
    1. Click on the Amnts button.
    2. Click on the State tab.
    3. Highlight NY State 1 Column C Wages and click Include to carry the amount type over to the Currently Selected Amount Types listing.
    4. Click OK to close the Amount Types screen.
  9. Verify that dollar amounts are entered in the necessary fields.  If the dollar amounts are not, 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.

Some other things to be aware of with the NYS-45 form:

  • Columns D and E on Part C will only fill if it is the 4th Quarter or if the Last Return of the Year checkbox is checked.
  • The NYS-45 also has locality wage fields. These fields will not fill unless locality amount types are selected and a valid locality is entered in the State and Local Information portion of the W-2 Return Information tab.
    • Verify the Locality 1/2 Wages or Tax Withheld amount types are included on the W-2.  If they are not, add them by clicking the Amnts button and including them from the Non-Default listing.   
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