Filing Reminders
- Employers that are required to file monthly: The March 2013 Form VA-5, Employer's Return of Virginia Income Tax Withheld, along with payment, is due on April 25, 2013.
- Employers that are required to file quarterly: Form VA-5 for the January-March 2013 quarter must be filed and your payment made on or before April 30, 2013.
- Employers that are required to file semi-weekly: Form VA-16, Employer's Quarterly Reconciliation and Return of Virginia Income Tax Withheld, must be filed electronically for the January-March 2013 quarter on or before April 30, 2013.
All employers are required to file a tax return even if no tax is due.
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Electronic Filing
- REQUIRED: Employers that are required to pay the Employer Withholding Tax on a semi-weekly basis are required to submit all returns and payments electronically.
- OPTIONAL: Employers that are required to file and pay the Employer Withholding Tax on a monthly or quarterly basis have several options for filing and paying electronically.
Visit the Department's website for more information on electronic filing options. The Department offers eForms, Business iFile, Web Upload, and other Online Services on its website.
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File Error-Free Returns
If you are a quarterly or monthly filer, you can reduce the possibility of errors by filing your Withholding tax returns electronically. If you choose not to take advantage of one of the Department's free electronic services, follow the information below to file error-free Employer Withholding Tax Returns.
- Always use the tax forms provided to you by the Department, produced by an approved vendor's software product or downloaded from the Department's website. Forms must contain pre-printed information that correctly identifies your business. Do not use self-created forms as these forms do not contain the information that is required by the Department's systems and may result in processing delays and incorrect processing.
- Make sure that your entire 15-digit Virginia account number is on your return.
- Make sure that you use the correct tax form based on your filing frequency of quarterly, monthly or semi-weekly.
If you are a semi-weekly filer:
- Do not file Form VA-15 if no tax is due.
- Do not file a Form VA-15 for any payment made on Line 8 of the Form VA-16.
- The Form VA-16 must be filed even if no tax is due.
- If you need to make an adjustment on the Form VA-16 return:
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An amended Form VA-16 must be submitted on paper or by using the eForms system. Complete Line 2, Previous Period Adjustment, and provide a detailed explanation with the return or on the back of the return as to the reason for the adjustment. Always complete Line 3, Adjustment Total, of Form VA-16,even if no adjustment was made on Line 2. - If you amend a filing for a prior year period, review your Form VA-6 for that year. If the period being corrected is not correct on the Form VA-6, you must also amend that year's Form VA-6. Semi-weekly filers who file an amended Form VA-6 must file the amended return on paper or by using the eForms system.
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