If your organization files NYS-45 wage data through the Web Upload application, two procedural details have a bigger-than-expected impact on whether your submission goes through cleanly: how you report NYS-1 prepayments, and what you do if an electronic payment fails.
Neither issue is complicated — but getting either one wrong can result in bills, filing error notices, or payment processing problems. Here's what to know
The short answer
When reporting NYS-1 prepayments for a specific quarter, include only those prepayments submitted before uploading your NYS-45 wage data. Do not include payments that haven't been submitted yet. If you owe a balance at the time of your NYS-45 wage data upload, pay it with your NYS-45 submission.
The rule is straightforward: your prepayment total should reflect only what you've already paid — not what you plan to pay. Reporting a payment that hasn't been submitted yet will create a mismatch in the Tax Department's records.
Important: Incorrectly reporting your NYS-1 prepayments may result in receiving a bill from the Tax Department.
If a payment submitted via the Pay from bank account feature fails, do not resubmit through the Web Upload application. The correct path is to send a replacement check.
Important: Submitting a second upload file instead of sending a replacement check will cause processing errors and may result in filing error notices.
The short answer
Do not resubmit through the Web Upload application. Instead, send replacement checks by mail — one for unemployment insurance and one for withholding tax. Include the upload confirmation number and the confirmation page with each check. Overnight delivery is recommended.
Send your replacement checks and upload confirmation page together so the Tax Department can match your payment to the previously uploaded file.
Send your checks and confirmation page to the address that matches your delivery method:
| USPS delivery | Private delivery service |
|---|---|
| NYS TAX DEPARTMENT RPC-NYS-45-V UPLOAD PAYMENT PO BOX 15148 ALBANY NY 12212-5148 | NYS TAX DEPARTMENT RPC-NYS-45-V UPLOAD PAYMENT 90 COHOES AVE GREEN ISLAND NY 12183 |
For the most current guidance, visit the NY State Department of Taxation and Finance website.
Reporting prepayments that haven't been submitted yet — or omitting ones that have — creates a mismatch in the Tax Department's records. The likely result is a bill from the Tax Department.
Resubmitting through the Web Upload application causes processing errors and may trigger filing error notices. When the original Pay from bank account payment fails, the Tax Department requires a replacement check — not a second electronic submission.
Your confirmation page is available in your Online Services account message center. If it's been deleted, contact the Tax Department at 518-485-6654 to obtain a copy before mailing your replacement check.
Yes. Write two separate checks — one for unemployment insurance, one for withholding tax — each for the original amount owed. Both should include the upload confirmation number and NYS Employment Contributions and Taxes.
Note: This information is for informational purposes only and does not constitute formal tax, legal, or compliance advice. Always consult with qualified tax advisors, legal counsel, and your organization's internal teams for guidance specific to your situation. Additional regulations may apply. For the most accurate and up-to-date information, refer to official government resources and regulatory agencies.