Payroll Quarterly Reporting – New York

1

Table of Contents

1-1: Federal End of Quarter Report Options ................................................................................................ 2

1-2: Federal End of Quarter Report – 941 PDF ........................................................................................... 3

1-3: Filing Deadlines & Address Information .............................................................................................. 7

1-4: End of Quarter NYS-45 Quarterly Combined Withholding/Wage Reporting and

Unemployment Insurance Return ............................................................................................................ 8-11

NYS-45 ATT Report……………………………………………………………………………………………….………………..9

NYS-45 End of Quarter Report…..……………..…………………………………………………………………………….10

NYS-45 End of Quarter Detail Report…..……………..………………………………………………………………….11

1-5: Sample NYS-45 Report ............................................................................................................................. 12

Payroll Quarterly Reporting – New York

2

1-1: End of Quarter Report Options

The End of Quarter Report provides quarterly tax and wage information. There are several

different versions of this report available:

� Federal 941 – Reports all federal, social security and medicare taxable wages and tax

amounts in addition to a totals page of 941 form totals.

� Federal 945 – Reports all federal, social security and medicare taxable wages and tax

amounts for all 1099-R type employees.

� State Wages & Taxes –Reports all state and local taxable wages and tax amounts.

� State Wages & Taxes for 1099-R Employees – Reports all state taxable wages and tax

amounts for all 1099-R type employees.

� Federal 941 PDF – Generates an auto-filled official 941 PDF form.

o Note: The 941 PDF form must be installed in order to use this option. Contact an

E&A Support representative for assistance if you cannot generate this form.

Other Report Options:

� Report Type – Employee Summary or Totals Page

o Note: When running the Employee Summary version of this report, you will have

the option of sorting your report either by employee id, last name or social security

number.

� Include Zero Wage Employees –This box should be checked to include employees with

zero earnings for the quarter in the report totals. To omit zero wage employees from this

report, leave this box unchecked.

� Include 3rd Party Sick Pay – This box should be checked to include third party sick pay

check adjustments in the report totals.

� Include Checks Voided After 4th Quarter End Date – This box should be checked in the

situation where you wish to subtract checks issued during the year of the report but voided

in the subsequent payroll year. This checkbox will enable the report to reconcile with the

W2 totals.

o Note: This option is only available when running the report for the 4th Quarter.

� Print Schedule B (Form 941) – This box should be checked when printing the 941 Form to

generate Schedule B, a report of the tax liabilities for the quarter.

Payroll Quarterly Reporting – New York

3

1-2: Federal End of Quarter Filing – 941 PDF Option

Personnel > Payroll > End of Qtr/Year > End of Quarter Report

� Quarter - Select the quarter in which you are filing

o Note - When selecting the quarter, the range of quarter dates will automatically default

� Select Federal/State Report – Select the Federal 941 PDF option

o Note - The 941 PDF form must be installed in order to use this option

� Deposits This Quarter – Enter the total federal deposits that were made for the quarter

o Note – This refers to the Weekly, Bi-Weekly, Semi-Monthly EFTPS 941 payments

� Print Schedule B (Form 941) – Make sure this box is checked

Form 941 Special Situations:

For more information refer to the IRS Instructions at: http://www.irs.gov/pub/irs-pdf/i941.pdf

� Box 9 – Current Quarter’s Adjustments for Tips and Group-Term Life Insurance

� Box 12a – COBRA Premium Assistance Payments

Click the Print button once all

information is complete and the Federal

941 PDF will generate on the screen.

(See Sample Below)

Payroll Quarterly Reporting – New York

4

Sample: (Page 1)

When the PDF form generates, review the report information and totals:

� The fields that appear in blue are editable.

� Review Boxes 14 and 15 for any balances owed or overpayments made for the quarter.

Payroll Quarterly Reporting – New York

5

Sample: (Page 2)

Complete Part 5:

� The fields that appear in blue are editable – key in your name, your title and your phone

number.

� You will need to sign and date the form once printed and prior to mailing.

Payroll Quarterly Reporting – New York

6

Sample: (Page 3)

Payment Voucher:

� Detach the bottom 941-V and submit with your 941 Form

o If a balance is due, submit that along with your 941 Form

Payroll Quarterly Reporting – New York

7

Sample: (Page 5)

1-3: Filing Deadlines & Address Information:

Refer to the IRS Instructions at http://www.irs.gov/pub/irs-pdf/i941.pdf

Where Should You File?

Where you file depends on whether you include a

payment with Form 941.

Payroll Quarterly Reporting – New York

8

1-4: End of Quarter NYS-45: Quarterly Combined Withholding/Wage Reporting and Unemployment Insurance Return:

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

Select the Quarter and Year in which you are filing, complete the Taxpayer Information tab and then click Continue.

Select: I will enter the following number of lines of employee wage reporting data and enter the

appropriate number of employees that you will be reporting.

Payroll Quarterly Reporting – New York

9

To complete the NYS-45, multiple reports can be used to obtain the information needed:

1. NYS-45-ATT Report

2. End of Quarter NY Report

3. End of Quarter Detail Report

NYS-45-ATT Report:

The NYS-45-ATT report will list each employee’s name, social security number and gross wages for

completing the NYS-45 –ATT Part C section of the NYS-45 Quarterly Report.

Personnel > Payroll > End of Qtr/Year > NYS-45-ATT Report

Sample:

Payroll Quarterly Reporting – New York

10

NY State End of Quarter Report:

The End of Quarter – Employee Summary Page State-NY Report will provide totals for: Gross

Wages, NY Taxable Wages, NY Taxes Withheld and Wages in excess of $8,500.

Personnel > Payroll > End of Qtr/Year > End of Quarter Report

Payroll Quarterly Reporting – New York

11

NY State End of Quarter Detail Report:

This report will list each pay date within a quarter and will display totals for gross wages, state

taxable wages, state tax withheld, and Yonkers and NYC tax withheld (if applicable) for completing

Part B of the NYS-45 Report.

Personnel > Payroll > End of Qtr/Year > End of Quarter Detail Report

Sample:

Payroll Quarterly Reporting – New York

12

1-5: Sample NYS-45 Report:

http://www.tax.ny.gov/pdf/current_forms/wt/nys45_fill_in.pdf