NYS-45 bulk upload filers: two things to get right before you submit

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.

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.

How to send a replacement check for a failed NYS-45 payment

Send your replacement checks and upload confirmation page together so the Tax Department can match your payment to the previously uploaded file.

• Write checks for the original amounts owed: one for unemployment insurance, one for withholding tax.
• Write the upload confirmation number and NYS Employment Contributions and Taxes on each check or money order.
• Include a copy of your upload confirmation page. Find it in your Online Services account message center. If it's been deleted, call 518-485-6654 for assistance.
• Mail your replacement checks and confirmation page promptly. Overnight delivery is recommended.

Send your checks and confirmation page to the address that matches your delivery method:

For the most current guidance, visit the NY State Department of Taxation and Finance website.

What happens if I incorrectly report my NYS-1 prepayments?

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.

Why can't I just resubmit my payment through Web Upload after a failure?

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.

What if I can't find my upload confirmation page?

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.

Do I need to send separate checks for unemployment insurance and withholding tax?

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.