Table of Contents

1099 E-Filing: Virginia

Nina Tchistiakova Updated by Nina Tchistiakova

Due date

January 31

E-filing threshold

It is mandatory to file electronically Form 1099-MISC, Form 1099-NEC and 1099-R if there's withholding.

Form 1099-MISC, Form 1099-NEC and 1099-R must be submitted in separate files.

Any other forms in the 1099 series should be mailed in on paper along with the Form VA-W.

Filing options

Electronic Filing

Forms to file

State requires 1099/W-2G series forms with state withholding.

Forms 1099-MISC, Form 1099-NEC and 1099-R MUST be filed electronically. Other Forms 1099/W-2G MUST be filed on paper.

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 VA-6 is located in CFS Payroll System under “W-2/1099 Information Returns - VA Online Services Web Upload Files."

Required file name

Suggested file names: 1099R REPORT.txt or 1099MISC REPORT.txt or 1099NEC REPORT.txt

Any other forms in the 1099 series should be mailed in on paper along with the Form VA-W.

E-filing website

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

Contact

Debbie Wilkinson

804-367-0644

Email: Debbie.wilkinson@tax.virginia.gov

Customer Service: 804-367-8037

Submitting files

Virginia accepts electronic filing for Prior Years.
Virginia accepts electronic filing for Corrections.  To submit corrected 1099 forms, the same specifications will be used as the original file with the corrected data. See below.

New Users: To begin, complete the simple registration for the Web Upload system. This includes providing your email address, which will serve as your login for Web Upload. You will receive an email to confirm your registration; you must click on the link in the email to activate your Web Upload account.

You can also use 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 in. Details for using the Web Upload system are on the Informational page, which also contains the Web Upload User Guide and links the Web Upload FAQs.

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.

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.

Getting Started

After you log in (with your email address), it is an easy four step process to file your W-2 and 1099 information.

1. Choose and create your file layout

2. Complete Business Authentication

3. Upload your file

4. Submit your uploaded file

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

Corrections

1099 Correction Process: If you need to correct / amend your 1099 Web Upload data – a new file/submission is required. If you need to correct an amount in your 1099 file, adjust the incorrect amount in your file and reload the file to Web Upload. Please only resubmit the item on the file that needs to be corrected. The second file received will be treated as “corrected” in the Virginia Tax records (for 1099’s only).

If you are correcting an SSN, FEIN or tax year in the 1099 file, you must send an email to Webupload@tax.virginia.gov. Please DO NOT send any confidential information in the initial email. The Web Upload administrator will respond to your email with a secure email. Please respond to this secure email with the information that needs to be updated (FEIN/SSN or tax year).

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