What payroll forms do employers need to file?

Payroll Forms Employers Need to File in Virginia

Employers operating in Virginia must comply with both federal and state payroll tax filing requirements. Proper filing ensures accurate tax withholding, reporting, and remittance for employees.

Federal Payroll Tax Forms

• Form 941: Employers use this quarterly form to report federal income tax withheld, Social Security, and Medicare taxes.
• Form 940: This annual form reports federal unemployment taxes (FUTA).
• Form W-2: Employers provide this form annually to employees, summarizing wages and taxes withheld. Copies must be submitted to the Social Security Administration.
• Form W-3: This is the transmittal form sent with W-2 forms to the SSA.
• Form W-4: Collected from employees to determine federal income tax withholding allowances.

Virginia State Payroll Tax Forms

• Virginia Employer’s Quarterly Tax Return (Form VA-6): Filed quarterly to report and pay Virginia income tax withheld from employee wages and state unemployment insurance taxes.
• Virginia Employer’s Annual Reconciliation (Form VA-5): An annual summary of Virginia state income tax withheld.
• Virginia New Hire Reporting: Employers must report newly hired or rehired employees to the Virginia New Hire Reporting Center within 20 days of hire to support child support enforcement and unemployment claims.

Operational Considerations

• Timely Filing: Ensure all forms are filed by their respective deadlines to avoid penalties.
• Recordkeeping: Maintain payroll records, tax filings, and employee withholding documents for at least four years.
• Automation: Use payroll software that integrates federal and Virginia state tax forms to streamline filing and reduce errors.
• Compliance Updates: Monitor any changes in Virginia payroll tax rates or reporting requirements as of 2026 to stay compliant.
• Employee Classification: Correctly classify workers as employees or independent contractors to ensure proper tax withholding and reporting.