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New York Form NYS-45, Quarterly Combined Withholding, Wage Reporting and Unemployment Insurance Return

Greg Hatfield Updated by Greg Hatfield

NY made significant changes to NYS-45 in March 2025.
NYS-45 must be electronically filed for periods period on or after April 30, 2015. See the New York E-filing Overview. For CFS e-filing support, see the Online Filing Support section below, and see NYS-45/NYS-1 - E-filing (Web Upload Files).

This module contains New York Form NYS-45, Quarterly Combined Withholding, Wage Reporting and Unemployment Insurance Return.

Importing 941 payroll data

  1. Click Import/Util > Import Qtr Payroll.
  2. Complete the portions of the forms that were not filled in by the import routine.
    On Page 3, Section C, up to 5 employees can be input. To input more, click Next on the menu bar for as many pages are needed and Prev to navigate between the pages, or Import/Util > Delete to delete unnecessary pages.
    If a new page is created, it will print and be counted in the page count even if blank. Click Import/Util > Delete to delete pages.

Amending NYS-45

NYS-45-X was discontinued in March 2025. To amend a return, type X into the appropriate box.

Uploading files to the NY state website's Web File feature

Most users will use this method to create a CSV file and utilize the state's Web File feature. See New York E-Filing Overview.

Alternately, users may use the state's Web Upload feature, but this is much more restrictive. See NYS-45/NYS-1 - E-filing (Web Upload Files).

Users choosing to file via Web File on New York's online filing website can create a CSV file with wage data for a single employer. When filing online, the wage data can be imported into the online system using New York's Web File function. This Form NYS-45 module can create the properly formatted file by following these steps:

  1. Open the NY NYS-45 module in CFS Payroll System and save a file.
  2. Click Online Filing Support > Create CSV file for NY.GOV ID. File Explorer will automatically open to the client directory in which the file was created.
  3. Click Online Filing Support > Login to NY.GOV ID.
  4. Complete any other necessary information for the filing online, such as payment information, and file the return.
To aid users in logging into the website they may enter the log-in information into the Store Log-in Info screen for the Employer or Preparer. When the Log-in menu option is clicked, the program will launch the system's default browser, wait a few seconds, and attempt to type the log-in information into the state website. If log-in fails because the website loaded too slowly then the user can increase the number of seconds used as a delay on the log-in info storage screen. If login continues to fail, then CFS recommends that the login information be entered manually.
If you have an existing Employer ID Number (old EAN), you do not need to register for a new Employer ID number. The account registration page on the DES website allows employers and agents to create login credentials – a username and password for online access to the employer and/or agent accounts. If you have a username and password for online access to the tax system, you do not need to register for online access.

Going through the steps to create/register a new NCDES SUTA account and/or online account access could create duplicate accounts. This prohibits DES from providing assistance quickly. If needed, you can reset your PIN for your online account access by calling the Employer Call Center at 866-278-3822 and choose Option 3.

The Tax Department will accept amended information through the NYS-45 upload application using the same file layout as an original filing. An amended return must be a complete filing that will fully replace the original return. The specifications below indicate which additional fields are required for an amended return.

For more information see: https://www.des.nc.gov/employers/ncsuits-tax-system/ncsuits-faqs#UploadingFiles-4537

How did we do?

New York Form NYS-1, Return of Tax Withheld

North Carolina Form NCUI-101, Employer's Quarterly Tax and Wage Report

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