Virginia payroll tax and registration guide – Help Center

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
How to authorize OnPay as a Third Party Administrator in Virginia

Why is this important?

For employers who pay employees in Virginia, the state will require state income tax. Use this guide to learn what’s required to start running payroll while keeping compliant with state payroll tax regulations. Click on the topic below to learn more.

What information OnPay needs from you

Use this checklist to make sure you’ve covered everything required to set up your account as a Virginia employer so OnPay can accurately file and pay taxes on your behalf:

✔	To do:	What is this?
	Make sure your business is registered with the Virginia Department of Taxation	Allows your business to file and pay taxes in Virginia More info >
	Make sure your business is registered with the Virginia Employment Commission	Allows your business to pay required unemployment insurance in Virginia More info >
	Provide OnPay with your Virginia Tax ID	The employer identification number issued by the Virginia Department of Taxation More info >
	Provide OnPay with your Virginia Unemployment ID	A 10-digit number unique to your account with the Virginia Employment Commission More info >
	Provide OnPay with your Virginia Unemployment (SUI) Rate	A tax rate you receive annually from the Virginia Employment Commission More info >
	Authorize OnPay as a Third Party Administrator	For OnPay to be able to file and pay taxes on behalf of your business, you will need to give OnPay “Master” permissions to your account More info >

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

OnPay handles the filing of all state and local taxes for businesses in Virginia, including:

Type of Tax	Form ID	Form Name	Frequency
Withholding	Form VA-5	Employer Return of VA Income Tax Withheld for Monthly & Seasonal Filers	Monthly
	Form VA-15	Employer Voucher for Payment of VA Income Tax Withheld Semiweekly	Semiweekly
	Form VA-16	Quarterly Reconciliation of VA-15 Payments and Return of VA Income Tax Withheld - Semiweekly Filers	Quarterly
	Form VA-6	Annual or Final Summary of VA Income Tax Withheld Return	Annual
	Form VA-W	W-2/1099 Transmittal	Annual
Unemployment	VEC-FC-21/20	Virginia Quarterly Payroll and Tax Report	Quarterly
Unemployment	VEC-FC-21	Virginia Quarterly Payroll and Tax Report - Additional Page	Quarterly
Other	New Hire Report (Filing)	Virginia New Hire Reporting Form	As required

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. New employers generally have a rate between 0.11% - 6.21% (includes 0.01% pool cost charge) for SUTA 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.

How to authorize OnPay as a Third Party Administrator in Virginia

In order for OnPay to be able to make tax payments on your behalf, you will need to add OnPay as your third party agent. To do so, please follow the instructions below.

Log in to your existing Virginia Tax account
Select "Account"
Go to "Manage My Account"
Add us as your Tax Preparer for TAX. Our unique ID is "pcipayroll" and we need level of permission as "Master" for TAX (withholding).
Add us as your Tax Preparer for VEC (unemployment). Our unique ID is "pcipayroll" and we need to be approved for the "Account Summary" and "Quarterly Report & Payment" levels of authority.
If your business does not have unemployment tax then you may not have a VEC account.

You will also need to sign a Virginia Power of Attorney Form. Follow the instructions in this article to do so.

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