This Grievance Procedure is established to meet the requirements of the Americans with Disabilities Act of 1990 (ADA). It may be used by anyone who wishes to file a complaint alleging discrimination on the basis of disability in the provision of services, activities, programs or benefits by Virginia Tax. Virginia Tax’s Personnel Policy governs employment-related complaints of disability discrimination.
The complaint should be in writing and contain information about the alleged discrimination such as name, address, phone number of complainant; and location, date, and description of the alleged discrimination. Alternative means of filing complaints, such as personal interviews or tape recording of the complaint, will be made available for persons with disabilities upon request.
The complaint should be submitted by the complainant and/or designee as soon as possible but no later than 180 calendar days after the alleged violation to:
Kimberly Warren
ADA Coordinator
Virginia Department of Taxation
P.O. Box 1461
Richmond, VA 23218-1461
Within 15 calendar days after receipt of the complaint, Ms. Warren or designee will meet with the complainant to discuss the complaint and the possible resolution. Within 15 calendar days of the meeting, Ms. Warren or designee will respond in writing, and where appropriate, in a format accessible to the complainant. The response will explain Virginia Tax’s position and offer options for substantive resolution of the complaint.
If Virginia Tax’s response does not satisfactorily resolve the issue, the complainant and/or designee may appeal the decision within 15 calendar days after receipt of the response to the Tax Commissioner or designee.
Within 15 calendar days after receipt of the appeal, the Tax Commissioner or designee will meet with the complainant to discuss the complaint and possible resolutions. Within 15 calendar days after the meeting, the Tax Commissioner or designee will respond in writing, and, where appropriate, in a format accessible to the complainant, with a final resolution of the complaint.
All written complaints received by Ms. Warren or designee, appeals to the Tax Commissioner or designee, and responses from these 2 offices will be retained by Virginia Tax for at least 3 years.