Completing the New York Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return (NYS-45)

New York’s NYS-45 Quarterly Combined Withholding, Wage Reporting And Unemployment Insurance Return is required to be filed and paid on a quarterly basis by New York employers. Here’s a quick review of how to complete the pertinent line items of this return.

The number of full-time and part-time employees/officers that received compensation or performed services during the reporting quarter are to be entered in the section Number of employees, for each corresponding month.

Part A – Unemployment insurance (UI) information

The total remuneration paid to employees/officers during the quarter is to be reported on line 1. Remuneration paid in the reporting quarter to employees/officers exceeding $10,700 for the calendar year is to be reported on line 2. Only the first $10,700 paid to an employee/officer during a calendar year is subject to Reemployment tax. Be advised that the wage base changes annually so follow-up with the New York Department of Labor directly to verify the current wage base – the $10,700 wage base mentioned in this article is for the 2016 taxable year.

Calculate wages subject to remuneration by subtracting line 2 (total excess remuneration) from line 1 (total remuneration) and enter the difference on line 3. To calculate the amount of Unemployment Insurance due, multiple line 3 by the account’s tax rate (which is determined and issued by the New York Department of Labor) and enter amount on line 4. Be advised that tax rates are subject to change so follow-up with the New York Department of Labor directly to verify your current tax rate.

To calculate the Re-employment service fund, multiple line 3 (wages subject to contribution) by .00075 and enter amount on line 5.

If you underpaid prior unemployment insurance, enter the amount with interest added on line 6. If you’re unsure of this amount, you can obtain this amount by contacting the New York Depart of Labor at 1.888.899.8810.

Add together amounts on line 4, line 5, and line 6 and enter figure on line 7.

If you overpaid prior unemployment insurance, enter amount on line 8. If you’re unsure of this amount, you can obtain this amount by contacting the New York Depart of Labor at 1.888.899.8810.

Subtract line 8 from line 7, if it is a positive amount then enter figure on line 9. If it is a negative amount then enter figure on line 10 and check box 11 to apply amount to outstanding liabilities and/or refund.

If you are not required to complete Part B, then enter the amount on line 9 on line 21. Enter $0 if there is no amount due on line 9. If you are required to complete Part B then continue to line 12.

Part B – Withholding tax (WT) information

Enter the total amount of New York State tax withheld for the entire year on line 12. Enter the total amount of New York City tax withheld for the entire year on line 13. Enter the total amount of Yonkers tax withheld for the entire year on line 14. Calculate the total amount of tax withheld by adding line 12, line 12, and line 14 and enter amount on line 15.

If you indicated a withholding overpayment by marking box 20b on your last quarter’s Form NYS-45, enter the amount of overpayment on line 16.

Total all the payments submitted with Forms NYS-1 (Return of Tax Withheld) for payrolls during the quarter and enter amount on line 17.

To calculate total payments, add line 16 and add line 17 together and enter amount on line 18.

Subtract line 18 from line 15, if this results in a positive amount then enter figure on line 19. If this results in a negative amount then enter figure on line 20 and check box 20a to apply amount to outstanding liabilities and/or refund or 20b to apply amount to the next quarter withholding tax.

Add lines 9 and lines 19 together and enter amount on line 21.

Part C – Employee wage and withholding information

The social security number for each employee/officer is listed in column a. The name of each employee/officer is listed in column b, the total remuneration paid to the employee/officer for the filing quarter is listed in column c. If you are filing the fourth quarter return (October – December) then enter employee’s/officer’s gross federal wages or distribution under column d and their total NYS, NYC, and Yonkers tax withheld under column e. Add together all amounts listed under column C and put figure in the Totals box under the column, and do the same with columns d and e if they are required.

Any corrections to Form NYS-1 is to be reported under Part D and any changes to the business is to be reported under Part E.

You can find detailed instructions on how to complete the Quarterly Combined Withholding, Wage Reporting, And Unemployment Insurance Return here at the New York Department of Taxation & Finance website.

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