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