Virginia payroll tax and registration guide

Updated September 12, 2023

This article will cover:

• What information OnPay needs from you
• What state and local taxes and filings OnPay handles for Virginia employers
• Where you can find the tax account numbers needed
• Paying employees in other states?

Why is this important?

The following information requests and registration instructions are required before you can use a payroll provider to run payroll. This is in compliance with state payroll tax regulations. Without this information, OnPay is unable to file or deposit any tax payments for your company, and will not be responsible for any resulting penalties or interest. Note: If this isn't the only state where you have employees, there will be a separate guide like this one for each state where you hire and pay workers. 

Let Middesk handle your state tax registrations (and more)

If you'd like help, our partner Middesk makes hiring employees and staying compliant with every state agency simple and easy.

• Register with every state agency to get the tax IDs you need within minutes
• Stay compliant as you grow by managing agency mail and notices in your dashboard
• Manage your government accounts in one place on Middesk's intuitive platform
• Foreign Qualify with the Secretary of State to create payroll tax accounts 

Learn more about Middesk→

What information OnPay needs from you

What state and local taxes and filings OnPay handles for Virginia employers

Where you can find the tax account numbers needed

If you are an existing employer who has previously run payroll in Virginia, you likely already have the IDs and online accounts needed for OnPay to process your tax filings.

If you are a new employer in Virginia, you will need to register your business with the Virginia Department of Taxation and the Virginia Employment Commission. This must be completed for OnPay to be able to file and pay your Virginia taxes.

Withholding Tax Account Number

Existing Virginia Employer: 

Existing employers can find their Withholding Tax Account Number on notices received from the VA Employment Commission. If you cannot locate this document or account number, please call the Virginia Department of Taxation at (804)-367-8037 to request it.

New Virginia Employer: Register with the Virginia Department of Taxation 

• You can register electronically by clicking here and selecting “Are you a new Business? Register Here.” This process will register you for both your Department of Taxation and Employment Commission IDs. If you have any questions regarding the registration, please contact the Department of Taxation at (804)-367-8037.

Unemployment Account Number and Tax Rate

Existing Virginia Employer: 

• You can find your Unemployment Account Number on a tax rate notice or a quarterly contribution and wage report 
• Your Unemployment Tax Rate can be found in the State Unemployment Insurance (SUI) notice that you receive from the VA Employment Commission. The employer contribution rate for SUTA can range from 0.33% - 6.43% (including the 0.20% fund building charge and 0.03% pool cost charge) with a wage base of $8,000.

New Virginia Employer: Register with the Virginia Employment Commission

• You can register electronically by clicking here and selecting “Are you a new Business? Register Here.” This process will register you for both your Department of Taxation and Employment Commission IDs. If you have any questions regarding the registration, please contact the Department of Taxation at (804)-367-8037.
• New employers generally have a rate of 2.73% (including the 0.20% fund building charge and 0.03% pool cost charge) for SUTA with a wage base of $8,000.

Paying employees in other states?

If you operate in multiple states or just have employees working from home across a state line, it's important to file the correct state forms for those workers. See what forms we file in the states where you pay employees.

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