Does Virginia mandate filing W-2s electronically?
As a Virginia employer you are only required to file electronically when you have 250 or more W2 forms. You will need to check with the state annually, since this threshold is subject to change.
What is the name of the publication that defines Virginia W2 E-Filing format and details?
Refer to "Virginia Tax " Web Upload W2-1099 Guide".
What software can I use to generate Virginia W2 E-File submissions?
You can use our W2 Mate software to create W2 E-File submissions that comply with Virginia requirements. To learn more about W2 Mate and download a demo you can visit
https://www.realtaxtools.com/W2-Mate.html
Can I mail my W2 E-File submission on a CD or other formats of magnetic media to Virginia?
Virginia no longer accepts magnetic media submissions by CD-ROM/diskette.
Does Virginia follow the EFW2 format defined by the SSA?
Yes, Virginia follows the "Specifications for Filing Forms W-2 (EFW2)" as defined by the SSA, but the state also has its own special requirements.
How can I submit the Virginia DOR-EFW2 (W2 E-File) Withholding file attachment to Virginia?
W-2 data may be sent through Virginia Tax Web Upload https://www.webupload.tax.virginia.gov/user/loginDo you need to include the RV (State Total) record as part of the Virginia W2 E-File Submission?
The RV record is not utilized by Department of Revenue and should be excluded from the submission.
Do you need to include the RS (State Wage) records as part of the Virginia W2 E-File Submission?
Yes, this record is mandatory and has to be included.
Does Virginia have a special file naming convention for W2 E-File submissions?
It is highly recommended to name the W-2 files W2 REPORT with the company name such as W2 Report_2017FlowerCompany.
Does Virginia have any requirements for money fields?
Money fields must contain only numbers. No punctuation. Include both dollars and cents with the decimal point assumed (example: $89.70 = 000008970). Right-justify and zero fill to the left.
Does Virginia have any requirements for Social Security Number (SSN)?
Use the number shown on the original/replacement SSN card. Omit hyphens.
How do I know if my submission was successful?
After a successful submission you will receive a confirmation email once Virginia Web Upload processes the file you submitted. It's very important that you print this page for your records.
How do I contact Virginia with questions about my W2 E-File submission?
Call Customer Services (804) 367-8037 or WebUpload@tax.virginia.gov
The electronic filing engine available inside our W2 Mate® software gives Virginia employers and tax professionals the ability to e-File W2s with both the state of Virginia and the Social Security Administration’s (SSA). To learn more about W2 Mate visit https://www.realtaxtools.com/W2-Mate.html , email sales@realtaxtools.com or call 1-800-507-1992.
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