Which Tax Forms does OnPay file?
Withholding: Form NYS-1: Monthly Withholding Payment & Form NYS-45: Quarterly Withholding Reconciliation
Unemployment: Form NYS-45: Quarterly Tax and Wage Report.
NOTE: New York is one of a few states that require employers to provide State Disability Insurance (SDI) coverage to employees for an off-the-job injury or illness. New York allows employers to withhold $0.60 per week from employees to help fund this policy. OnPay can assist your company in obtaining insurance coverage for New York SDI. OnPay's system will calculate SDI when processing a payroll. However, the deduction amount is not included in the total tax draft and is not paid by OnPay.
What information does OnPay need?
- Federal ID Number (EIN)
- New York Unemployment ID: 8-digit number Ex: 000000 0
- Unemployment Tax Rate
Once you register for your NY withholding tax we can file and pay your New York Department of Revenue withholding taxes for you. We do not need the ID they assign, we just simply need you to be registered for that ID using your FEIN.
Where do I enter the information in OnPay?
If you already have your tax information, or if you have obtained it using the steps above, please update the tax information in OnPay:
- Login to OnPay
- Select the Settings menu icon
- Select Payroll Tax
- View/Update your Withholding Tax ID with your FEIN, Withholding Tax Deposit Schedule, Unemployment Tax ID, Unemployment Rate (as a %.)
I am an existing New York employer, where do I find this information?
If you are an employer with a history of payroll in New York you have likely obtained the IDs and online accounts necessary for OnPay to process your tax filings.
Unemployment Account Number: Existing employers can find the Unemployment Account Number on any Tax Rate Notice or Quarterly Contribution and Wage Report (Form NYS-45.)
Unemployment Tax Rate: This can be found in the top right corner the Tax Rate Notice.
If you cannot locate one of the documents above or the account number, please contact the New York Department of Labor at (518) 457-9000 and request the information.
I am a new employer, do I need to register for New York Taxes?
- Do you have a business and/or employees residing in the State of New York?
- Have you processed payroll with OnPay and received warnings stating we are missing tax information?
- Have you received an email from OnPay requesting certain New York information?
If you answered yes to any of the questions above, you should continue with the registration and setup steps below.
Which New York Agencies should I register for?
New York Department of Taxation & Finance: You will need to register with this department if you have employees that both live and work in New York. if your business is located outside of New York, but your employees work or live in New York you will need to register with this agency.
New York Department of Labor: You will need to register with this department if you have employees that work in New York. If your business is located out of the state, but some of your employee's primary work location is in New York, you will likely need to register with this agency.
OnPay will use both the home address for each employee, plus the worksite assigned to each employee to decide which taxes should be calculated.
How do I register with the State?
Please register with both of these departments. We will only use your FEIN (Federal Employment Identification Number) to file/pay New York Withholding taxes, but your FEIN still needs to be registered with the Department of Taxation and Finance.
New York Department of Taxation & Finance (withholding assistance): (518) 485-6654
New York Department of Labor (unemployment insurance assistance): (518) 457-9000
**If you have liabilities or employees for more than one state, please follow the instructions found in the knowledge base for each state.**