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NYS-45/NYS-1 - E-filing (Web Upload Files)

Eric Updated by Eric

Before using Web Upload files, see the New York E-filing Overview to determine which electronic filing method is best for you.

Agents can use Web Upload to file Wage reporting data, Form NYS-45, and Form NYS-1 for multiple employers at once.

However, the use of Web Upload files is very restrictive.

Restrictions

  • Be sure you have set up the proper type of Online Services Account, Business or Tax Professional.
  • Once the account is setup, tax professionals must call (518) 862-3590 with NY DTF to be set up for Web Upload and indicate that they are using CFS software approved for Web Uploads. This contact number is only for Web Uploads.
  • When submitting both the NYS-45 and NYS-1 Web Upload file, a single payment must be made for the sum total all employer liabilities in the file. If you are not able to submit a single NYS-45 file quarterly and make a single payment for all your clients, then the Web File method of electronic filing may be more suitable.
  • Only tax Professionals can upload the Web Upload files.
  • The NYS-45 and Wage Reporting file must be submitted quarterly. The NYS-1 file must be submitted by the due date which is dependent on the employer's payroll date. See the NYS-1 instructions.
  • Before creating files, the user must complete the submitter fields on the screen, including the 3-digit Agent number. Self-filers cannot obtain an Agent number from New York but can enter 400 for the Agent number in order to create files.
  • Filers must file early enough to allow for timely resubmittals if necessary.

Creating the Web Upload file

  1. Complete the appropriate New York return using the paper form module, NYS-45 or NYS-1.
  2. Open the NYS-45/NYS-1 E-filing Web Upload module.
  3. Select NYS-45 or NYS-1 as the type of Web Upload File from the dropdown list.
  4. Select the Filing Period from the dropdown list.
    For NYS-45 files, select the quarter.
    For NYS-1 files, select the Saturday date listed for the week with the saved NYS-1 form files. Any NYS-1 with a "Last Payroll Date" in the preceding week will be available to be filed.
  5. All employer files "Ready" to be filed in that filing period will be automatically checked.
    Uncheck any employers you do not want included in the Web Upload file.
  6. Click Create File. The Save File dialog appears with the default file name required by New York and path.
    Do not change the file name.
  7. Click Open to create the file.
    If an error occurs, fix the issue and try to create the file again. If there are no errors, then the file is ready to be uploaded.

Uploading the file

  1. Click Log in to NY Website.
    If you have stored the login information, then you may be logged in automatically. Otherwise, enter the login information manually and proceed to the Uploads section under Services on the left side of the website.
    Users can optionally store their Online Services Account login user ID and password using Store Login Info. If the information is entered, then when the "Log in to NY Website" button is clicked, the program will attempt to automatically type the information into the NY website login screen. If the website loads too slowly then it may fail. The user can increase the number of seconds of delay entered on the login info storage screen. If it continues to fail, then remove the login information from the storage screen and enter it manually to avoid getting locked out due to repeated failures.
  2. Select either NYS-1 upload or NYS-45 upload.
  3. For the NYS-45, click Upload and then select the type of file. For the NYS-1, select the type of file.
  4. Click Browse to open the File Upload dialog and locate the file to upload.
    If you just created the file, then you can press CTRL+V to paste the file name and path into the File Upload dialog automatically.
  5. Click Open on the File Upload dialog.
  6. Click Upload File.
  7. The website will give you confirmation of the success or failure of the upload. The NYS-45 and NYS-1 files are validated immediately. Fix any errors and submit the file again, if necessary.

Explanation of Status Column

The column labeled Status next to the employer's name tracks the status of the corresponding employer's NYS-45 or NYS-1 data files. Following is an explanation of the status labels.

  • Ready – A single form data file for the filing period was found for the employer. This employer's form data is ready to be processed into a Web Upload file.
  • Duplicate – More than one form data file for the filing period was found for the employer. In order to process a file for this filing period the user must delete any duplicate files for the period.
  • None – No form data files were found for the filing period for the employer.
  • Date – File name – The form data file for the filing period for the employer has been processed into a file. The name of the file when saved and date created are listed.

Resetting the Status for Employers

Once an employer's form data has been processed into a Web Upload file for a given filing period, the file name appears in the status column and the employer's data cannot be processed (or reprocessed) into another file unless the status is reset. This feature is to safeguard the possibility of submitting the same data twice. To reset the employer for a given filing period, first select the filing period from the dropdown list. Check the box next to the employers that have already been processed into files. Click the Reset Status button to reset the selected employers. The status for the employers should then be Ready and they can be processed into another file.

How did we do?

CA Forms DE 9 and DE 9C

New York E-Filing Overview

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