If you’re selling goods and services to customers in New York, then you might be liable for New York’s sales tax. We’ve compiled over 10 years of experience in tax compliance to create this comprehensive guide, which covers how to file sales tax returns online and stay compliant with the state's regulations.
We’ve scoured the New York Department of Taxation and Finance website to provide you with all the necessary information about sales tax filing for businesses in one convenient place.
How to file sales tax returns in New York
Sales and taxes should be reported and filed using US dollars. If you’ve made any transactions in New York in a different currency, be sure to convert those to USD using official currency exchange rates.
When to file and pay NY sales tax
The timing for filing your return is determined by New York’s quarterly filing schedule, which doesn't follow the standard calendar quarters. Here are the periods and their respective deadlines.
NY sales tax filing deadlines
| Reporting Period | Filing Deadline | |--------------------------|------------------| | March 1 - May 31 | June 20 | | June 1 - August 31 | September 20 | | September 1 - November 30| December 20 | | December 1 - February 28 (29) | March 20 |
Read more on the NY State’s tax filing calendar.
Important Note: Zero Returns
Even if you didn’t make any sales in New York during your reporting period, you are still required to file a return, known as a “No-tax-due return.”
How to prepare your New York sales tax return
Before you start working on your sales tax return, you'll need to collect all the sales information for your tax period. The New York Department of Taxation and Finance online tax return system will guide you, but generally, you'll need the following details:
- Total sales and income
- Total purchases and expenses
- Amount of sales tax collected
- Location of each sale
How to complete and file a New York sales tax return
The final step is to file and remit tax. New York has an online filing system where you can enter your transaction data. To file:
-
Log into your Business Online Services account through Web File using your existing NY.gov login information.
-
Select “Sales tax - file and pay.”
-
From there, fill out the required fields and submit your return.
Once the return is successfully filed, you’ll receive a confirmation number on the next screen. Read more about filing sales tax online in NY.
How to pay
Tax payments must be in US dollars and can be made directly at the time of filing. Once you’ve completed the return, you’ll remit the total calculated sales taxes. Payment options include:
- Electronic check (e-check)
- Electronic funds transfer (EFT)
- Credit card (additional fees apply)
Late filing penalties and interest
If you miss a sales tax filing deadline, file your return as soon as possible. Failure to file returns and remit collected tax on time may result in penalties and interest charges, and the longer you wait to file, the greater the penalty and the greater the interest.
A return filed late is fined as follows:
| Penalty Description | Details | |--------------------------------------------------------------------------|----------------------------------------| | Percentage Penalty | 5% of the tax due for each month or part of a month late (multiply by 0.05) | | Additional Monthly Penalty | $100 for each month the return is late, above and beyond the percentage penalty | | Late Payment Penalty | 5% of the tax due for late payments |
Note: You may be subject to fines and a jail sentence if you fail to make, render, sign, certify, or file any return or report. You may be subject to fines and a jail sentence if you willfully fail to deposit taxes in a financial institution as required or fail to remit the state and local taxes collected.
If you miss a New York sales tax filing deadline due to unavoidable circumstances like weather or an accident, you might be eligible for an extension from the New York Department of Taxation and Finance. Be prepared to provide evidence to support your request.
Getting third-party help with NY sales tax filing
While you can file directly with the New York Department of Taxation and Finance, manual filing can be time-consuming, especially for larger sellers. Outsourcing to experts like accountants, bookkeepers, or sales tax automation companies is common. They understand New York sales tax law and can help you navigate its complexities.
Quaderno offers a service to simplify your sales tax compliance. Besides generating detailed tax reports with all necessary data, Quaderno can handle the filing process for you. By connecting to your sales data, Quaderno manages the submission of your sales tax returns to the NY authorities, ensuring timely and accurate filing. This saves time and provides peace of mind.
For further reading that will help you stay compliant and successful as a remote seller, check out our Business Guide to Sales Tax in New York.
Sales tax filing in other states
Note: At Quaderno we love providing helpful information and best practices about taxes, but we are not certified tax advisors. For further help, or if you are ever in doubt, please consult a professional tax advisor or the tax authorities.
