Virginia e-filing

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

When you are ready to prepare the forms, complete the steps in the following sections.

See also: State e-filing overview

Forms VEC-FC-20 and VEC-FC-21

  1. Choose Utilities > Payroll Tax Processing.
  2. In the Payroll Tax Processing window, click the Virginia flag icon on the shortcut bar.
  3. Choose Setup > Supplemental Information.
  4. In the Supplemental Information dialog, enter the appropriate information on the General and Payments tabs.
  5. When you are ready to prepare the forms, choose File > Print from the Payroll Tax Processing window.
  6. Mark the Create SUTA file checkbox and then click OK.
  7. Choose File > SUTA File Utilities to do any of the following:
    • Combine Files
    • Preview Files
    • Verify
    • Remove Client
    • Save to Submittable Format
    • Restore from Submittable Format
    • Change Transmitter Information
    • Generate Transmittal Sheet
  8. Choose File > SUTA File Utilities > Save to Submittable Format, specify the file location, and then click OK.

    Note: When the files are created, they are automatically encrypted for security. Before submitting the files to the appropriate agency you must use the Save to Submittable Format command, at which point the files are decrypted.

  9. When creating the layout at the Virginia Tax Web Upload website, you will need to specify the following selections for the Form VEC-FC-20 and Form VEC-FC21 layouts:
    • The file format is comma delimited.
    • The file layout should include all required and optional fields even if no payment is included.

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Form VA-6

  1. Choose Utilities > Payroll Tax Processing.
  2. In the Payroll Tax Processing window, click the Virginia flag icon in the shortcut bar.
  3. Choose Setup > Supplemental Information.
  4. In the Supplemental Information dialog, click the VA-6 tab, and enter the monthly payment amounts, and click OK.
  5. When you are ready to prepare the form, choose File > Print when the Payroll Tax Processing window is active.
  6. Mark the Create VA-6 file checkbox and then click OK.

    Note: When the file is created, it is automatically encrypted for security. Before submitting the file to the appropriate agency, you must use the Save to Submittable Format command, at which point the file is decrypted. You can use the preview function to view the decrypted file. Using the Restore from Submittable Format command will encrypt the file once again.

  7. Choose File > VA-6 File Utilities to do any of the following:
    • Combine Files
    • Preview File
    • Verify
    • Remove Client
    • Save to Submittable Format
    • Restore from Submittable Format
  8. When creating the layout at the Virginia Tax Web Upload website, you will need to specify the following selections for the Form VA-6 layout:
    • The file format is comma-delimited.
    • The file layout should include only the fields marked as required. Therefore, you should remove the optional fields from the file layout (Vendor ID, Bank Routing Number, Bank Account Number, and Payment Amount).

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Form VA-15

  1. Choose Utilities > Payroll Tax Processing.
  2. In the Payroll Tax Processing window, click the Virginia flag icon on the shortcut bar.
  3. Choose Setup > Supplemental Information.
  4. In the Supplemental Information dialog, enter the appropriate information on the General and Payments tabs.
  5. When you are ready to prepare the forms, choose File > Print from the Payroll Tax Processing window.
  6. Mark the Create VA-15 file checkbox and then click OK.

    Note: When the file is created, is automatically encrypted for security. Before submitting the file to the appropriate agency you must use the Save to Submittable Format command, at which point the file is decrypted. You can use the preview function to view the decrypted file. Using the Restore from Submittable Format command will encrypt the file once again.

  7. Choose File > VA-15 File Utilities to do any of the following:
    • Combine Files
    • Preview File
    • Remove Client
    • Save to Submittable Format
    • Restore from Submittable Format
  8. When creating the layout at the Virginia Tax Web Upload website, you will need to specify the following selections for the Form VA-15 layout:
    • The file format is comma delimited.
    • The file layout should include all required and optional fields even if no payment is included.

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Form VA-16

  1. Choose Utilities > Payroll Tax Processing.
  2. In the Payroll Tax Processing window, click the Virginia flag icon on the shortcut bar.
  3. Choose Setup > Supplemental Information.
  4. In the Supplemental Information dialog, enter the appropriate information on the General and Payments tabs.
  5. When you are ready to prepare the forms, choose File > Print from the Payroll Tax Processing window.
  6. Mark the Create VA-16 file checkbox and then click OK.

    Note: When the file is created, is automatically encrypted for security. Before submitting the file to the appropriate agency you must use the Save to Submittable Format command, at which point the file is decrypted. You can use the preview function to view the decrypted file. Using the Restore from Submittable Format command will encrypt the file once again.

  7. Choose File > VA-16 File Utilities to do any of the following:
    • Combine Files
    • Preview File
    • Remove Client
    • Save to Submittable Format
    • Restore from Submittable Format
  8. When creating the layout at the Virginia Tax Web Upload website, you will need to specify the following selections for the Form VA-16 layout:
    • The file format is comma delimited.
    • The file layout should include all required and optional fields even if no payment is included.

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