Quarterly Wage Report
The Quarterly Wage report provides information about the monthly wages paid to each employee for the specified quarter.
Employers liable under the law must report their payroll and pay unemployment insurance contributions each calendar quarter. To do this, they must file the Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return (Form NYS-45) online, even if the wages are not subject to contributions or withholding under the Personal Income Tax Law. The Department of Labor uses this wage data to determine whether a claimant can collect benefits and to set the UI benefit rate.
Menu path
From the Human Resources menu, select State. From the State - NY menu, select Quarterly Wage Report.
Submission period
January - March: Due by April 30
April - June: Due by July 31
July - September: Due by October 31
October - December: Due by January 31
Selection rule
Includes terminated and active employees who were paid wages in the specified quarter.
Prerequisites
The following are the prerequisite types for the Quarterly Wage report:
Optional
The following are the optional prerequisites for the Quarterly Wage report:
Enter valid information in the Exempt QWR field on the Payroll Information - State Required page.
Enter valid information in the Exclude from Quarterly Wage Report field on the Pay Codes page.
Required
The following are the required prerequisites for the Quarterly Wage report:
Complete the setup for W2 Processing. If this setup needs to be completed, you must manually enter the information on the NY Quarterly Wage Report - Setup - Employer and NY Quarterly Wage Report - Setup - Transmitter pages.
Complete the Setup procedures.
Setup
Set up the following before creating the Quarterly Wage report:
The field values on the NY Quarterly Wage Report - Setup - Employer and NY Quarterly Wage Report - Setup - Transmitter pages are retrieved from the W2 Wizard: W2 Parameters page. You can update the data on these pages, but this data is not synchronized with the W2 Wizard: W2 Parameters page. Before performing these procedures, you should update the W2 Wizard: W2 Parameters page.
Employer
Before generating the Quarterly Wage report, enter valid information in the required fields on the NY Quarterly Wage Report - Setup - Employer page.
On the NY Quarterly Wage Report page, select Setup, then Employer.
Refer to Field descriptions and enter valid information.
Select Save, then Yes.
Before saving, you can revert the changes by clicking Reset.
Field descriptions
The following table describes the fields on the NY Quarterly Wage Report - Setup - Employer page.
Field | Description |
|---|---|
Employer Name | The name of the school or district. The limit is 30 characters. |
Street Address | The employer's address. The limit is 30 characters. |
City | The city where the school or district is located. The limit is 15 characters. |
State | The two-character code identifying the State where the district is located. |
Zip Code | The five-digit zip code of the district's location. |
Zip Extension | The four-digit zip code extension. |
FEIN / NYS Tax number | The nine-digit Federal Employer Identification Number (FEIN) or the Tax number provided by New York state. The FEIN or Tax number is stored in the Employer Fed Tax ID field on the Federal or State Reporting tab on the Human Resources Profile page. |
Site ID | The employer's three-character Site ID. |
Worksite Location | The location to use as the employer's worksite. Valid values:
|
Transmitter
Before generating the Quarterly Wage report, enter valid information in the required fields on the NY Quarterly Wage Report - Setup - Transmitter page.
On the NY Quarterly Wage Report page, select Setup, then Transmitter.
Refer to Field descriptions and enter valid information.
Select Save, then Yes.
Before saving, you can revert the changes by selecting Reset.
Field descriptions
The following table describes the fields on the NY Quarterly Wage Report - Setup - Transmitter page.
Field Name | Description |
|---|---|
FEIN / NYS Tax number | The nine-digit Federal Employer Identification Number (FEIN) or the Tax number provided by New York state. The FEIN or Tax number is stored in the Employer Fed Tax ID field on the Federal or State Reporting tab on the Human Resources Profile page. |
Employer Name | The name of the school or district. The limit is 30 characters. |
Street Address | The transmitter's address. The limit is 30 characters. |
City | The city where the district is located. The limit is 15 characters. |
State | The two-character code identifying the state where the district is located. |
Zip Code | The five-digit zip code of the district's location. |
Zip Extension | The four-digit zip code extension. |
Worksite Information
Before generating the Quarterly Wage report, enter valid information in the required fields on the NY Quarterly Wage Report - Setup - Multiple Worksite page.
On the NY Quarterly Wage Report page, select Setup, then Worksite Information.
Filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for Records for more information.To add a record, select Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
Field descriptions
The following table describes the fields on the NY Quarterly Wage Report - Setup - Multiple Worksite page.
Field Name | Description |
|---|---|
Worksite Code | Enter a worksite code of your choice. The limit is 21 characters. |
Reporting Unit Number | A five-digit reporting unit number of your choice. |
Legal Name | The legal name of the worksite. |
Trade Name | The trade name of the worksite. |
Street Address | The worksite's address. |
City | The city where the worksite is located. |
State | The two-character code identifying the state where the district is located. |
Zip | The five-digit zip code of the district's location. |
Zip Ext | The four-digit zip code extension. |
Worksite Description | The description of the worksite. |
Primary Comment Code | The two-digit primary comment code. |
Secondary Comment Code | The two-digit secondary comment code. |
Third Comment Code | The two-digit third comment code. |
Comments | The comments for the worksite. |
Included Locations | Use this option to associate a location with a worksite code. For example, if the Worksite Location selected on the NY Quarterly Wage Report - Setup - Employer page is Base Location, refer to the Location Table page and find the Location Code associated with the base location. Enter the location code for the base location in this field and select Add. You can associate multiple locations with a worksite code. |
Load data
On the NY Quarterly Wage Report page, select Load.
Select the Reporting Year and Reporting Quarter.
Enter the NYC Local Tax Code and Yonkers Local Tax Code, if required.
Select the pay runs:
Pay Run(s) For 1st Month - Pay runs, including the 12th of the first month of the reporting period.
Pay Run(s) For 2nd Month - Pay runs, including the 12th of the second month of the reporting period.
Pay Run(s) For 3rd Month - Pay runs, including the 12th of the third month of the reporting period.
Employees with wages in these pay runs are included in the report.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
Maintain data
You can correct loaded data before submitting the report. However, any corrections must also be made to the source data.
On the NY Quarterly Wage Report page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
Field descriptions
The following table describes the fields on the NY Quarterly Wage Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Year | The fiscal year for which the quarterly wage data is reported. | Not applicable |
Quarter | The quarter for which the quarterly wage data is reported. | Not applicable |
Employee Number | The employee number. Select Lookup to search for and select an employee number. | The field value is retrieved from the Employee Number field on the Employee Information page. |
Social Security Number | The employee's social security number. The value is retrieved from the Employee Information page. | The field value is retrieved from the Social Security field on the Employee Information page. |
Last Name | The employee's last name. The value is retrieved from the Employee Information page. | The field value is retrieved from the Last Name field on the Employee Information page. |
First Name | The employee's first name. The value is retrieved from the Employee Information page. | The field value is retrieved from the First Name field on the Employee Information page. |
Middle Name | The employee's middle name. The value is retrieved from the Employee Information page. | The field value is retrieved from the Middle Name field on the Employee Information page. |
Suffix | The employee’s name suffix. The value is retrieved from the Employee Information page. | The field value is retrieved from the Suffix field on the Employee Information page. |
UI Wages | The total unemployment insurance (UI) subject wages for the quarter. | Not applicable |
Gross Wages | The total wages paid to the employee during the quarter. | Not applicable |
Total Local Taxes | Total local taxes for the quarter. Includes the state, NYC, and Yonkers taxes if:
| Not applicable |
Paid in Month 1 | Indicates whether the employee received wages in the first month of the quarter. | This field is updated depending on whether the employee was paid using a pay run listed in the Pay Run(s) For 1st Month on the NY Quarterly Wage Report - Load page. |
Paid in Month 2 | Indicates whether the employee received wages in the second month of the quarter. | This field is updated depending on whether the employee was paid using a pay run listed in the Pay Run(s) For 2nd Month on the NY Quarterly Wage Report - Load page. |
Paid in Month 3 | Indicates whether the employee received wages in the third month of the quarter. | This field is updated depending on whether the employee was paid using a pay run listed in the Pay Run(s) For 3rd Month on the NY Quarterly Wage Report - Load page. |
Create files
The Quarterly Wage report consists of the following report files:
Wage Report
On the NY Quarterly Wage Report page, select Reports, and then Wage Report.
Select the Reporting Year and Reporting Quarter.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
If you have the security permission to view the entire Social Security Number (without masking) and want to include it, select Print Full Social Security Number.
Select Create, and then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file name is NY_QWR_Electronic File_<MMDDYYYY>_<hhmmss>.txt.
Follow the state's submission procedures.
Multiple Worksite
On the NY Quarterly Wage Report page, select Reports, and then Multiple Worksite.
Select the Reporting Year and Reporting Quarter.
Enter the Employer FEIN and UI Account Number.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
Employees are grouped based on their worksite location setup and are displayed as aggregate values on the PDF file. The Excel file displays individual employees with their worksite location code based on their worksite location setup.If you have the security permission to view the entire Social Security Number (without masking) and want to include it, select Print Full Social Security Number.
Select Create, and then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file name is <three-character Site ID>MWR.txt.
Follow the state's submission procedures.
Purge data
If you need to correct setups or employee data, purge the existing records and reload the data.
On the NY Quarterly Wage Report page, select Purge.
Select the Reporting Year and Reporting Quarter.
Select Submit.
Select Yes, and then OK.