Form Va-5 - Employer'S Return Of Virginia Income Tax Withheld

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Employer’s Return of Virginia Income Tax Withheld Instructions
General: An employer who pays wages to one or more employees is required
Change of Ownership: If there has been a change of ownership, do not use
to deduct and withhold state income tax from those wages. Virginia law
the return with the name and account number of the former owner. Send the
substantially conforms to the federal definition of “wages.” Therefore, Virginia
return with notice of change to the Virginia Department of Taxation, P.O.
withholding is generally required on any payment for which federal withholding
Box 1114, Richmond, Virginia 23218-1114. You can register a new dealer
is required, except amounts paid pursuant to individual retirement accounts
and/or locations, by either completing a Form R-1, Business Registration
and simplified employee pension plans as defined in Sections 7701(a) (37)
Application, or electronically using iReg on the Department’s web site, www.
and 408(c) of the Internal Revenue Code.
tax.virginia.gov. The Form R-1 can be obtained from the Department’s web
site or by calling the Department’s Forms Request Unit at (804) 440-2541.
Filing and Payment Procedure: An employer’s filing status is determined
by the average amount of income tax withheld each month. When registering
Change of Address/Out-of-Business: If you change your business mailing
a business, an employer is asked to estimate this figure so the Department
address or discontinue your business, either send a completed Form R-3,
can assign a filing status. Based on that information, the Department assigns
Registration Change Request or a letter to the Virginia Department of
a quarterly, monthly, semi-weekly, or seasonal filing status. In addition, all
Taxation, P.O. Box 1114, Richmond, Virginia 23218-1114. The Form R-3
employers must file an annual summary. Employers are not responsible for
is included in your coupon booklet. A Form R-3 can also be obtained from the
monitoring their monthly tax liabilities to see if a status change is needed.
Department’s web site, , or by calling the Department’s
The Department reviews each account annually and makes any necessary
Forms Request Unit at (804) 440-2541.
changes. Notices of change in filing status are usually mailed during
Questions: If you have any questions about this return, please call (804)
December of each year and become effective on January 1.
367-8037 or write the Virginia Department of Taxation, P.O. Box 1115,
Payments may be made by check or by Electronic Funds Transfer (EFT).
Richmond, Virginia 23218-1115.
Payments returned by the bank will be subject to a returned payment fee in
Preparation of Return
addition to any other penalties that may be incurred.
Line 1: Enter amount of income tax withholding liability for the period for
Paying by EFT eliminates your requirement to submit Form VA-5, however
which the return is being filed.
payments must be made by the same dates that the Form VA-5 would have
Line 2: Enter overpayment or underpayment from a prior period and attach a
been due. When no payment is due because the tax liability is zero, you must
detailed explanation to the return. Please indicate an underpayment
report a ZERO liability to the Department. This can be done by reporting a
as a negative figure with brackets around the amount.
zero payment on your EFT transaction. For additional information regarding
EFT, please refer to the Department’s Electronic Funds Transfer (EFT) Guide.
Line 3: Subtract overpayment (Line 2) from Line 1 or add underpayment
A Guide may be obtained from the Department’s web site,
(Line 2) to Line 1 and enter the amount. (Line 15 Line 2 = Line
gov, or Forms Request Unit at (804) 440-2541.
3).
Quarterly Filing: If an employer’s average monthly withholding tax
Line 4: Enter penalty, if applicable. If you file the return and/or pay the tax
liability is less than $100, the account will be assigned a quarterly filing
after the due date, a penalty is assessed. The penalty is 6% of the
status. Form VA-5, with full payment for the tax, or your EFT payment
tax due for each month or fraction of a month, not to exceed 30%. In
is due on the last day of the month following the close of the quarter.
no case will the penalty be less than $10, even if no tax is due.
A return or EFT zero transaction payment must be filed for each
Line 5: Enter interest, if applicable. Interest on any tax due will be added at
quarter even if there is no tax due.
the daily interest rate established in accordance with Section 58.1-
• Monthly Filing: If the average monthly withholding tax liability is at least
15 of the Code of Virginia from the date the unpaid tax (or unpaid
$100, but less than $1,000, a monthly filing status will be assigned.
balance) became due until it is paid. The interest rate is 2% over
File Form VA-5 or make your EFT payment by the 25th day of the
the underpayment rate established by Section 6621 of the Internal
following month. A return or EFT zero transaction payment must
Revenue Code.
be filed for each month, even if there is no tax due.
Line 6: Enter the total of Lines 3, 4 and 5.
• Seasonal Filing: Seasonal filers, those employers who have employees
Declaration and Signature: Be sure to sign, date and enter your phone
only during certain months of the year, are required to file returns for
number on the reverse side of the return in the space indicated.
the months designated at the time they register for an account, even
if there is no tax due. Seasonal returns are filed on Form VA-5 and
are due at the normal monthly filing dates.
Mail quarterly returns and payments to the Virginia Department of Taxation,
P.O. Box 26644, Richmond, Virginia 23261-6644.
Mail monthly and seasonal returns and payments to the Virginia
Department of Taxation, P.O. Box 27264, Richmond, Virginia 23261-7264.
Detach at dotted line below. DO NOT SEND ENTIRE PAGE.
Form VA-5
Employer’s Return of Virginia
Income Tax Withheld
1. VA Income Tax
M
(Doc ID 355)
Withheld
.
For assistance, call (804)367-8037.
DUE DATE
PERIOD
2. Previous Period(s)
Adjustments
.
(See Instructions)
0000000000000000 3558888 00000
3. Adjustment Total
.
ACCT NO.
M
NAME
4. Penalty
(See Instructions)
.
ADDRESS
5. Interest
CITY, STATE and ZIP
(See Instructions)
.
I declare that this return (including accompanying schedules and statements) has been examined
by me and to the best of my knowledge and belief is true, correct and complete.
6. Total Amount Due
Signature
Date
Phone Number
.
Va. Dept. of Taxation VA-5 AR W REV 7/07

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