- About Web Upload
- Web Upload TAX Forms
- Web Upload VEC Forms
- Online Service Options
- TAX Server to Server Processing
- Notice Regarding Electronic Banking Transactions
Web Upload is a free online filing service and it is available 24 hours a day, seven days a week.
Web Upload is a quick and easy way to file and pay Employer Withholding, income tax statements (W-2/1099-R), Sales Tax and Partnership VK-1 Schedules to the Virginia Department of Taxation (TAX).
Web Upload also accepts the Unemployment Insurance Tax Reports FC-20 and FC-21 as supported by the Virginia Employment Commission (VEC). (See the Web Upload VEC Forms section for details.)
Web Upload is “file driven” with the ability to save all return and payment information into a single file to send to the applicable agency. In addition, you no longer fill out and file the paper return/schedule. Similar types of systems may be referred to as "bulk filing" or "bulk uploading".
The system supports Excel, fixed-width (column based) and delimited files. Zipped or compressed files are accepted via Web Upload. Logging into the Web Upload system allows you to view the file layouts for each of the supported forms. Sample files can be viewed for the file layouts that use the Excel and delimited formats.
Benefits to Web Upload include instant validation and feedback on your file content. You will know right away when your file is accepted or if there are any errors. You also have the ability to schedule (or warehouse) files for submission on a future date up to the due date of the return.
You can submit return and payment information for multiple customers or periods in a single file, which is especially beneficial for tax professionals and payroll companies who file on behalf of multiple clients. The service is also a great option for small business owners who prepare return(s) using tax preparation software or use programs such as Excel. For those who want to file online for only one company or one filing period, you have the option of using eForms, Business iFile or Web Upload. (See the Online Service Options section for details.)
- VA-5 Monthly/Quarterly/Seasonal Withholding Return
- VA-15 Semi-weekly Withholding Return
- VA-16 Quarterly Withholding Reconciliation
- VA-6 Annual Withholding Reconciliation
- Electronic Filing Guidelines - important dates and additional Web Upload requirements
- W-2 (EFW2/SSA) Layout - RE/RS records, layout and required fields for the text file
- W-2 (Excel) Layout - Employer/Employee records, layout and required fields for the Excel file
- 1099-R Layout - Payer A/Payee B records, layout and required fields for the text file
- 1099-MISC Layout - Payer A/Payee B records, layout and required fields for the text file
Sales Tax- several important changes to Virginia's Retail Sales and Use tax go into effect July 1, 2013, including new tax rates.
For periods beginning on and after July 1, 2013, ALL users MUST create a new file layout. New file layouts will be able to be created in early August 2013. Refer to the Revised File Layout Job aid for additional information on the changes to the layouts.
Need to file for one locality?
- Use the Revised ST9 Sales and Use Tax Return (Single Locality) file layout
Need to file for more than one locality?
- Use the Revised ST9 Sales and Use Tax Retun (Multiple Localites) file layout
Out-of-State Dealer's Use Tax
- Use the Revised ST8 Out-of-State Use Tax Return file layout.
For periods prior to July 1, 2013, continue to use your existing Sales Tax file layouts.
ST-8 Out-of-State Use Tax Return
- with ST-6B Schedule of Local Taxes
- ST-9 Sales and Use Tax Return
ST-9CO Consolidated Sales and Use Tax Return
- with ST-9B Schedule of Local Taxes
- Tax Year 2010 is the first year accepted.
All Web Upload files types are supported.
- Excel files may only contain up to 65,536 records per the Excel limitation.
- All other Pass-Through Entity forms and schedules must continue to be filed on paper.
The Virginia Employment Commission (VEC) supports filing and paying Unemployment Insurance Tax Reports electronically via Web Upload.
The VEC accepts Forms FC-20 and FC-21 via the ICESA, EFW2/MMREF and Excel and Delimited file types.
Visit their VEC Reporting Options page for full details.
Questions for VEC Forms must be sent to webuploadVEC@vec.virginia.gov.
Compare Online Service Options for Businesses to determine which electronic system best fits your filing needs.
Web Upload offers the option of uploading and submitting your return and payment information through “server to server” processing to the Virginia Department of Taxation. This option may be advantageous to companies filing on behalf of a high volume of customers. Your server will communicate with TAX’s server and provide files with return and payment information as detailed in the Web Upload TAX Server to Server Specifications.
You must still register to use the service. Mark the “Server to Server” check box and provide your server’s external IP Address in order to finish the registration process. A Business Administrator will contact you within 10 – 15 business days to provide you with complete login and password information.
If your bank does not honor any ACH Debit or ACH Credit payment to us on or after July 1, 2013, TAX may impose a penalty of $35 as authorized by Code of Virginia § 2.2-614.1. This penalty would be in addition to other penalties such as for late payment of a tax.
In addition, federal banking regulations have imposed additional reporting requirements on all electronic banking transactions that directly involve a financial institution outside of the territorial jurisdiction of the United States at any point in the process. These are called International ACH Transactions (IAT).
At present, TAX does not support IAT.
If an international transaction is processed by TAX as a domestic transaction, it may be rejected by the taxpayer’s bank, subjecting the taxpayer to late penalties.
By instructing TAX to process the electronic banking transactions contained in your uploaded files, you are certifying that the transactions do not directly involve a financial institution outside of the territorial jurisdiction of the United States at any point in the process.
If any transaction is IAT, payment will need to be made using a paper check or by ACH Credit. For information about ACH Credit, please refer to TAX’s Electronic Payment Guide.
Have Any TAX Web Upload Questions?
Last Updated 9/6/2013 13:16