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New York Wage Filing

Overview

ProPay supports multiple methods for filing New York State wage and withholding tax reports. This guide explains how to create and upload wage reporting files for New York State using ProPay payroll software.

NYS45 Bulk Filing Upload

Multi-company bulk file uploading

As of the first quarter of 2025, ProPay generates a magnetic media file that can be uploaded to the State of New York for bulk filing of the NYS45. The state of New York changed the NYS45 bulk filing submission from 2 files to one file that contains the UI, State withholding, New York City, and Yonkers local tax withholding in one file. This became effective the first quarter of 2025.

This file was created using the specifications outlined in Publication 72-5 at https://www.tax.ny.gov/forms/publications/wt/pub72-5.htm.

Note: This FILE UPLOAD option is only applicable when the payroll processor impounds all payroll taxes from employers and pays these taxes directly to the State of New York. For reporting wages without paying taxes with the filing, use the NY NYS45 FSET e-filing method.

Creating the bulk file in ProPay

  1. Open ProPay and click Client Functions > Electronic Functions > Magnetic Media > State Quarterly Magnetic Media Filing.
  2. Select the NYS45 Bulk Filing option.
  3. Select the clients you wish to include in the magnetic media file.
  4. Generate the file.
  5. After ProPay creates this file, it will be saved in your /Paysoft/ProPayXX folder.
  6. Print the summary report. The file name will appear at the top of the report.

> Tip: In the State Quarterly Magnetic Media Filing screen, select the NYS45 Bulk Filing option from the available state filing options.

Uploading the file to New York State

  1. Go to https://www.tax.ny.gov/online/ and log in to your account with the New York Department of Taxation and Finance.
  2. After logging in, click the three-bar menu next to Services on the upper left-hand side of the website.
  3. Under Services, click Employment and withholding taxes.
  4. Select NYS45 Upload.
  5. Click Upload new file.
  6. Select Original as the file type.
  7. Select the quarter for which you are filing.
  8. Select the year for which you are filing.
  9. Click Browse to find your file in your ProPayXX folder.
  10. Click Upload file.
  11. A successful upload will show the total amount of UI taxes and any withholding taxes due for all the clients in your file.

Payment options

Payment can be made by:

  • Check sent to the State of New York
  • ACH debit

Additional information

For information on the bulk filing process, send an email and request information using the following email address: [email protected]

Additional information can also be found on the New York Department of Taxation and Finance website: https://www.tax.ny.gov/online/

NYS45ATT Wage Reporting File

Overview

This section explains how to create and upload the NYS45ATT wage reporting file for New York State withholding tax. This is used for reporting wages when you are not using the bulk filing method.

Creating the NYS45ATT file

  1. Open ProPay and click Client Functions > Electronic Functions > Magnetic Media.
  2. Select State Quarterly Magnetic Media Filing from the drop-down menu.
  3. Choose the client(s) to include in your filing upload.
  4. Create your file.
  5. Print the internal report (detailed or summary) for your records.
  6. Save your file.

Uploading the file

  1. Click Upload File in ProPay. You will be redirected to the State of New York Department of Taxation and Finance website.
  2. Click Account Login under Online Services.
  3. Enter your username and password.
  4. On the right side of the screen, under Services, click Upload.
  5. Select Wage Upload.
  6. Select the filing quarter and year.
  7. Choose Original as the file type.
  8. Browse and select the file you saved earlier.
  9. Click Upload File to submit.

Checking filing status

To verify the status of your filing:

  1. Go to Account Summary.
  2. For Tax Type, select Withholding Tax from the drop-down menu.
  3. Review the following information:
    • Form filed
    • Filing period
    • Transaction date (upload date)
    • Confirmation number (if submission was received)
    • Status code:
    • F: Fail
    • S: Submission Received

    Troubleshooting

    Upload issues

    If you encounter issues during the upload process:

    1. Ensure you're using the latest version of ProPay.
    2. Double-check that all required fields in the file are completed.
    3. Verify your internet connection is stable.
    4. Clear your browser cache and try again.
    5. If the problem persists, contact our support team.

    Support

    For assistance with online services, contact the New York State help desk:

    • Phone: 518-485-6654
    • Hours: 8:30 AM - 4:30 PM Eastern Time

    For ProPay software assistance, visit https://www.paysoft.com or contact our support team.

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