Form Va-16 - Employer'S Quarterly Reconciliation And Return Of Virginia Income Tax Withheld
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1Employer’s Quarterly Reconciliation and Return of Virginia Income Tax Withheld Instructions
Preparation of Return
Electronic Filing Mandate: All employers required to file semi-weekly
must file all returns and make all payments electronically using eForms,
Line 1: Enter amount of income tax withholding liability for the quarter
Business iFile, Web Upload or ACH Credit. See
for which the return is being filed.
for these electronic filing options.
Line 2: Enter overpayment or underpayment from a prior period. Attach
General: An employer who pays wages to one or more employees is
a detailed explanation of the overpayment or underpayment
required to deduct and withhold state income tax from those wages.
to the return.
Virginia law substantially conforms to the federal definition of “wages.”
Line 3: Subtract overpayment (Line 2) from Line 1 or add underpayment
Therefore, Virginia withholding is generally required on any payment
(Line 2) to Line 1 and enter the amount. (Line 1 ± Line 2 = Line
for which federal withholding is required, except amounts paid pursuant
3).
to individual retirement accounts and simplified employee pension
plans as defined in Sections 7701(a) (37) and 408(c) of the Internal
Line 4: Enter all payments made for the quarter.
Revenue Code.
Line 5: Subtract Line 4 from Line 3 and enter tax due. If the amount
Filing Procedure: This form is used by semi-weekly filers to reconcile
due is more than 10% of Line 3, and Line 3 exceeds $500,
payments for each calendar quarter. Form VA-16 is due on April 30,
compute penalty (Line 6) and interest (Line 7). (Line 3 - Line
July 31, October 31 and January 31
4 = Line 5)
For periods prior to the 2011 third quarter or if amending
Line 6: Enter penalty, if applicable. Semi-weekly filers are also subject
a n y p e r i o d , m a i l F o r m VA - 1 6 w i t h y o u r p a y m e n t t o
to a penalty if at least 90% of the total liability for each calendar
Virginia Dept. of Taxation
quarter has not been paid within 3 days of the close of a quarter.
P.O. Box 27264
The amount subject to penalty is determined by subtracting
Richmond, VA 23261-7264
10% of the amount reported on Line 3 from the balance due
on Line 5 of the return. If Form VA-16 is filed on time with full
A return must be filed for each reporting period even if no tax
payment that exceeds $500, the penalty is 6% of the amount
is due. Payments returned by the bank will be subject to a returned
computed above (Line 5). If Form VA-16 is filed or paid late,
payment fee in addition to any other penalties that may be incurred.
the penalty will accrue on the unpaid balance at a rate of 6%
Change of Ownership: If there has been a change of ownership, do not
for each month or fraction of a month, not to exceed 30%. In
use the return with the name and account number of the former owner.
no case will the penalty be less than $10, even if no tax is
Send the return with notice of change to the Virginia Department of
due.
Taxation, P.O. Box 1114, Richmond, Virginia 23218-1114. You can
Line 7: Enter interest, if applicable. If this return is filed after the due
register a new dealer and/or locations, by either completing a Form
date or the tax on Line 5 is more than 10% of Line 3, and Line
R-1, Business Registration Application, or electronically using iReg on
3 exceeds $500, interest must be computed at a rate equal
the Department’s Web-site: . A Form R-1 can be
to the rate of interest established under Section 6621 of the
obtained from the Department’s web site or by calling the Department’s
Internal Revenue Code, plus 2%. Multiply the amount on Line
Forms Request Unit at (804) 440-2541.
5 by the interest rate.
Change of Address/Out-of-Business: If you change your business
Line 8: Enter any Form VA-15 payments that are required to be filed
mailing address or discontinue your business, either send a completed
within 3 days from the end of the quarter. For example, if filing a
Form R-3, Registration Change Request, or a letter to the Virginia
return (Lines 1-7, Form VA-16) for January through March, use
Department of Taxation, P.O. Box 1114, Richmond, Virginia 23218-
Line 8 to make any required payments of employer withholding
1114. A Form R-3 can be obtained from the Department’s Web-site:
tax that are due from April 27th through April 30th.
, or by calling the Department’s Forms Request
Line 9: Enter the total of Lines 5, 6, 7 and 8. This amount must be paid
Unit at (804) 440-2541.
at the time the return is filed.
Questions: If you have any questions about this return, please call
(804) 367-8037 or write the Virginia Department of Taxation, P.O.
Declaration and Signature: Be sure to sign, date and enter your
Box 1115, Richmond, Virginia 23218-1115.
phone number on the reverse side of the return in the space indicated.
This paper is perforated. Detach at dotted line below. DO NOT SEND ENTIRE PAGE.
Form VA-16
Employer’s Quarterly Reconciliation and
1. VA Income Tax
Return of Virginia Income Tax Withheld
.
Withheld
(Doc ID 316)
For assistance, call (804)367-8037.
2. Previous Period(s)
Adjustments
.
Period
Due Date
(See Instructions)
3. Adjusted Total
.
0000000000000000 3168888 000000
4. Payments Made
During This Period
.
Account Number
FEIN
5. Balance of Tax Due
.
This Quarter
Name
6. Penalty
.
(See Instructions)
Address
7. Interest
City
State
Zip
.
(See Instructions)
8. Payment for Month
.
I declare that this return (including accompanying schedules and statements) has been examined
Following This
by me and to the best of my knowledge and belief is true, correct and complete.
Period
Signature
Date
Phone Number
9. Total Amount Due
.
Check if paid by EFT.
Va. Dept. of Taxation VA-16 AR W REV 11/12
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