Please make sure that the contents within each package are banded securely; ensure that that each package is adequately sealed. The package SHOULD NOT be overstuffed.
Contact information must be provided in the event that the package is breached or misdirected.
1. Photocopy the Locality Shipment Form.
2. Cut the two forms apart and use one half-sheet for each package.
3. Complete one Locality Shipment Form for each package by entering the following information:
• The name of the locality in the Locality Name box.
• The 3-digit FIPS code of the locality in the FIPS Code box.
• The date the item was mailed in the Mailing Date box.
• The Shipment Number in the Shipment Number box.
NOTE: Shipment Numbers should be assigned sequentially from “1” upwards; begin with Shipment number "1" at the beginning of each tax year.
• The name of the person in the locality responsible for the shipment in the Contact Name box.
• The phone number (including area code) of the Contact person in the Contact Phone Number box.
4. Place one completed Locality Shipment Form in each package before it is sealed.
5. Write the associated Shipment Number on the outside of each package.
Example:
Your first two packages are sent to Virginia Tax on the SAME day,
• the packages should be numbered as Shipment #1 and Shipment #2.
• the outside of each package should be labeled as Shipment #1 and Shipment #2.
• a completed Locality Shipment Form Shipment #1 should be placed in the package labeled as Shipment #1, and a completed Locality Shipment Form Shipment #2 should be placed in the package labeled as Shipment #2.
Your next two packages are sent to Virginia Tax the NEXT day,
• the shipment numbers should be assigned sequentially as Shipment #3 and Shipment #4.
• the outside of each package should be labeled as Shipment #3 and Shipment #4.
• a completed Locality Shipment Form Shipment #3 should be placed in the package labeled as Shipment #3, and a completed Locality Shipment Form Shipment #4 should be placed in the package labeled as Shipment #4.