Ny S45 Web Upload

Overview

The New York State Department of Taxation and Finance requires quarterly wage reporting through the NYS45 Web File system. Effective Q1 2025, the upload format changed to CSV (comma-delimited) files.

Creating the Upload File

ProPay generates individual CSV files for each company, saved to your ProPay26 folder.

1. Go to Client Functions > Electronic Functions > Magnetic Media.
2. Select State Quarterly Magnetic Media Filing.
3. Choose the SUI-SWT-SDI-WEB option.
4. Click Select Client(s) and choose the clients you want to file for.
5. The system creates separate CSV files for each client.

Selecting multiple clients saves time, as you won't need to run the file creation process for each client individually.

File Location

Your NYS45 web upload files are saved in:

_CODE_BLOCK_0_

Uploading to New York State

1. Log into the New York State Department of Taxation and Finance website at:

https://www.tax.ny.gov/online/

1. Under Services, select Employment and Withholding Taxes.
2. From the dropdown menu, select NYS-45 Web File.
3. Click Upload a New File.

Upload settings

1. Select the quarter and year.
2. Answer the withholding questions.
3. Choose Web Upload for the filing option.
4. Select Comma Delimited for the file format.

Employer information

1. Answer the employer questions.
2. Click Continue.

File upload

1. Browse for your file in the NY folder.
2. Click Upload File.

Confirmation

1. Review the payroll total for the quarter.
2. Enter the number of employees.
3. Click Calculate to compute UI and training tax amounts due.
4. Submit the filing.

Multiple Clients

When you create files for multiple clients, ProPay saves a separate CSV file for each client. You must upload each file individually to the state website, selecting the appropriate client during each upload session.

Format Change Notes

Prior to Q1 2025, New York used a different file format. The current CSV format is required for all filings starting with the first quarter of 2025.

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