Table of Contents

W-2 E-Filing: Virginia

Nina Tchistiakova Updated by Nina Tchistiakova

Due date

January 31

E-filing threshold

It is mandatory to file all W2's electronically.

Filing options

Electronic filing

Transmittal form

Every employer must file a Form VA-6. You must file your Form VA-6 electronically with VA TAX’s Online Business iFile or Web Upload systems. When filing Form VA-6, you must transmit all federal income statements from the W-2 series or the 1099 series that reflect Virginia income tax withheld. The federal forms usually required are Forms W-2, W-2G, 1099-MISC, and 1099-R. Form VA6 is located in CFS Payroll System under “W-2/1099 Information Returns - VA Online Services Web Upload Files." 

Required file name

Suggested name: W2 REPORT.txt

E-filing website

https://www.webupload.tax.virginia.gov/user/login.

Submitting files

New users must first complete the simple registration for the Web Upload system. You will receive an email to confirm your registration; you must click on the link in the email to activate your Web Upload account.

NOTE: You also have the option of using the shortcut section displayed after logging into Web Upload. Look for the Sending W-2s or 1099s to TAX? section visible on the Web Upload homepage after you log into the system.

If you have questions about correcting or amending W-2 or 1099 Web Upload data, please email the Web Upload Unit at: WebUpload@tax.virginia.gov so they may contact you. Please provide your name and phone number(s). Do not include account information in your email.

The name of your file will also appear in your Web Upload confirmation emails. If you plan to submit multiple files in the same day, it may help if you make the files names unique enough to track them later.

For the W-2 files, use "W2 REPORT"

Confirmation of the Submitted File

After you submit your file, you will receive a confirmation email once Web Upload processes your file. It will be sent to the email address indicated on the profile created during your Web Upload registration. Ensure that you have the correct email address on your profile.

For example – if you submit a W-2 file and a VA-6 file, you will receive a separate confirmation email for each file submitted. (There can only be one form type in each file.) The confirmation email will reference what type of data was sent in the file.

If you need to correct/amend your W-2 or 1099 Web Upload data – a new file/submission is required.

1. Web Upload does not currently accept the W2C format. If you are correcting a wage amount or amount withheld, fix the incorrect amount in your file and reload the file to Web Upload. You may adjust just the incorrect item and resend or correct the incorrect item in your file and resend the entire file. The second file received will be treated as “corrected” in the Virginia Tax records.

2. If you are correcting an SSN or FEIN, you are not able to correct by sending a second file to Web Upload. This type of correction must be sent in on paper with “Amended” clearly marked on the top of the form.

If you still have questions, email the webupload@tax.virginia.gov so they may advise you / contact you.

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