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I can TRY to help here, but this sounds like it may be a software issue ...
Just to provide some general info, they're supposed to register, using an EIN and then within 20 days of hiring report info about the individual, and then pay in and file with the NYS-45
Let me be getting that for you and maybe you can tell me what software your using?
New employer registration
You must register as an employer with New York State if:
To register, you must have a federal employer identification number (EIN). To get your federal EIN:
After you have your EIN, register with New York State by:
Within 20 days of the hiring date, you must report to the Tax Department certain identifying information about each newly hired or rehired household employee working in New York State.The hiring date is the first day any services are performed for which your employee will be paid wages or other compensation.You will need the following information:
You can report new hire information online via the Tax Department New Hire Web site at www.nynewhire.com.If you do not have internet access, you can report the required information by having your employee completeForm IT-2104, Employee’s Withholding Allowance Certificate, or Form IT-2104-E, Certificate of Exemption from Withholding.
If you pay cash wages totaling $500 or more in a calendar quarter, you must:
Use Form NYS-45, Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return, and Form NYS-45-ATT, Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return – Attachment, if applicable.You can file your Form NYS-45 online through the Unemployment Insurance Online Services.