E-filing the NYS-45 quarterly tax form

Thanks for posting here in the Community, @DK100. I'm here to ensure you can e-file the NYS-45 quarterly tax form. 

You must submit some e-filed forms and electronic payments as two distinct transactions in QuickBooks Desktop. To explain further, you'll need to submit one (for example, an e-payment) in QuickBooks Desktop and then go back to the Payroll Center and submit the other (for example, an e-filed form) separately. 

Then make sure to follow the requirement to successfully e-file state forms and e-pay state taxes in QuickBooks Desktop:

• Have an Enhanced Payroll subscription and use a supported version of QuickBooks Desktop.
• Installed a recent payroll update and have an internet connection.
• Utilize a supported e-file and e-payment method for your state form or state tax.
• See Payroll Tax Compliance for information.
• Be enrolled with your state tax agency.
• Have the login credentials to e-pay your state tax, obtained when you enrolled with your state tax agency.

For more details, please visit this article: E-file state forms & e-pay state taxes separately. This includes steps on how to set up scheduled payments and changing the filing method. 

May I also ask if you encounter an error message when trying to e-file the NYS-45 quarterly tax form? I appreciate any extra information you can give and it will help us isolate the issue and provide the best solution.

Additionally, I'm attaching this link that can provide a deeper understanding of New York Withholding Payments. This document outlines the special instructions you need to follow for QuickBooks if you are assigned Quarterly Frequency for Withholding by the New York Department of Revenue.

Keep me posted if you have additional questions related to the e-filing of tax forms. I'll be happy to assist you. Have a pleasant day.

Hi, @DK100.

Hope you’re doing great. I wanted to see how everything is going about e-filing the NYS-45 quarterly tax form concern you had the other day. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

Looking forward to your reply. Have a pleasant day ahead!

I actually spoke with the Quickbooks help desk and it was a problem with their system.  It has since been resolved.

I'm trying to file 2nd qtr NYS-45, I HAVE A BALANCE BUT WHEN I SUBMIT IT QUICKBOOKS SAYS THERE ARE NO BALANCES

Welcome to the QuickBooks Community, CASENG. I'll be sharing details on how you can file the NYS-45 form successfully. Let me also point you to the right support team to assist you further on this matter.

When filing Quarterly NYS-45, you'll have to choose the entire year or annual to show the correct amount. This is done in order to send the correct information to the agency. 

Furthermore, you might receive an error message outlining the details that need to be taken when you file the said form above. You'll have to click the error description to go to the field in error.

If the issue persists, I recommend contacting our QuickBooks Desktop Payroll Team. They have the tools to pull up your account in a secure environment and be able to investigate the cause of why the NYS-45 isn't populating amounts of the balances on the quarterly return. 

Here's how:

1. Open QuickBooks and go to the Help icon. 
2. Choose QuickBooks Desktop Help/Contact Us.
3. Select Contact Us.
4. Give a brief description of your issue about NYS-45, then select Continue.
5. Sign into your Intuit account and select Continue. Then, Continue with my account. If you don't already have an account, make sure to Create a new account.
6. We'll email you a single-use code. Then, enter your code and select Continue.
7. Select either chat with us or Have us call you.

Lastly, refer to this article if you need steps on how you can run a report to view your payroll totals, including employee taxes and contributions: Create a payroll summary report in QuickBooks.

I'll be around to help if you need anything else about filing taxes in QBDT, CASENG. Keep safe always and stay healthy!

In April 2023 we converted to the online payroll.  Since then, we received a notice from the NYS Dept of Finance - Unemployment that they never received the NYS-45 for the 2nd quarter.  WE manually mailed them the form with a payment but now they indicated a $1024.96 penalty for failing to send in the form.  They apparently ignored the manual copy mailed to them,  Even Quickbooks online indicated that it must be efiled.   We had Quickbooks assisted payroll when we had the Desktop 20 system.  Could you confirm that you sent NYS the NY-25 for the 2nd quarter?   If so could you send us the confirmation and copy and notify NYS that it was submitted so that they do away with the penalty.  Business EIN is [removed by moderator]. The Notice # is [removed by moderator].

I understand that any penalty can significantly impact your business, bgohari. 

Since you've mentioned that you had the QuickBooks Desktop Assisted Payroll, please know that this service handles payroll taxes and filings on your behalf. 

On the other hand, for confirmation and verification, I recommend contacting our payroll support. This way, you can also get a copy of the submitted tax form. Your concern requires our assigned support's assistance, as they possess the necessary security protocols to access your account, which is beyond the scope of what can be done here in the Community space.

Meanwhile, you mentioned that you have now switched to QuickBooks Online, and I want to help you manage your transactions. You can visit these articles that can assist you in this regard: 

• Connect bank and credit card accounts.
• Categorize online bank transactions.
• Match online bank transactions. 

I'm available to provide further information on payroll taxes or any QuickBooks Desktop and Online-related concerns you may have. Please feel free to ask me any questions by replying below. Rest assured that I will do my utmost to address your queries accurately and promptly and to ensure your complete satisfaction with my assistance.