Prior to issuing payments to employees, ensure that you've completed the payroll registration process in the relevant state of their employment. This might take a few weeks, so beginning early is advisable to acquire the necessary tax account details for payment purposes.
Niural collaborates with Middesk to assist you in the state registration process. For additional information, please explore the details provided below.
Let us register for you
Niural partners with Middesk to help you register your business in new states.
How it works
On adding a new work address in a different state and recruiting a new employee who has been allocated a work address in that state, you can access registration support within Niural.
The pricing is subject to change based on the state.
Here's an overview of the procedure:
1. Provide essential business details.
2. Niural and Middesk will verify the accuracy of the information.
3. Registration applications are normally sent within 3-5 business days.
4. Look out for registration details from Middesk in the mail.
5. Middesk can guide you through entering any data they don't handle on your behalf through Niural.
Initiate the state tax registration process
Sign in to Niural as an employer.
Navigate to the Company tab.
Select Tax setup.
Under “[State name] Tax Setup”, click Let Niural register for you.
Note: Niural can only register for you if you don't yet have a state account already.
Enter company information on Middesk.
Once you submit your order, we will send you email updates regarding the status. The total cost of your order will be added to your upcoming monthly invoice.
Check the status of your order
Once your order is finalized, you will receive emails from both Niural and Middesk. These emails will outline the subsequent actions, including:
1. Reviewing registration information.
2. Any additional state-specific instructions.
Before your order is finalized, you can use the link provided in the state registration confirmation email from Niural to track the progress of your order.
Cancel your order
If an order is already completed, you'll need to contact Middesk to cancel.
If an order is in progress you can email us at support@niural.com.
You'll be refunded, but it can take a few business days to process.
Virginia tax agencies
- Virginia Department of Taxation (TAX) for income tax withholding
- Virginia Employment Commission (VEC) for unemployment tax.
Registering a new company in VA
You can register for both tax agencies on the VA Tax Online Services for Businesses website.
After registering online, you'll receive your VA Tax Account Number (income tax withholding number) and income tax withholding deposit schedule instantly. Please note that for unemployment insurance registration, you must meet Virginia's liability requirements, which include paying wages of at least $1,500 in a quarter, paying employees for at least 20 weeks in a year, or employing at least four workers during 20 weeks in either the current or preceding year if you're a nonprofit.
If you're a new employer, you'll receive your unemployment rate once you become liable. In the meantime, consider adding the "New employer SUI tax rate" specific to Virginia. You can find more details on new employer rates in this article, including instructions on how to update the rate later.
Enter the tax account information in Niural
Once a valid Virginia work address has been added in Niural for one or more employee(s), you can add your tax account information:
- Navigate to the Company tab.
- Select Tax setup.
- Click on the Edit button next to “Virginia Tax Setup”.
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To enter your withholding account number and tax deposit schedule, please follow these steps:
- Retrieve your tax account number, which should begin with "30-," signifying it's designated for withholding tax.
- If your account number commences with any other number, it's likely associated with a different type of tax. The Virginia Department of Taxation administers various tax categories, some of which are unrelated to payroll. In such cases, you may be registered for multiple tax types.
- If you need to update your account number for any reason, we recommend contacting us through the Help or Priority support section of your account. It's essential to address this promptly, as there may be tax implications if taxes have already been paid or filed to an incorrect account number.
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To input your unemployment account number and the agency-assigned rate, please proceed as follows:
- Retrieve your "VEC" (Virginia Employment Commission) account number. This number consists of 10 digits and may start with 2 or 3 leading zeros. The valid prefixes include 000, 001, or 002.
- Ensure the accuracy of this account number, as it is crucial for unemployment tax purposes.
- You will also need to obtain your agency-assigned rate for unemployment tax.
The unemployment rate you provide in Niural should encompass the following components:
- Base tax rate
- Pool cost charge (if applicable, rates may vary by year)
- Fund building charge (if applicable, charge amounts may vary by year)
If you have any inquiries or require clarification regarding your rate or the registration procedure, please don't hesitate to contact the agency directly at (804) 367-8037 for assistance.
Third-party access (TPA)
Grant Niural access to your Virginia Employment Commission account by following these steps.
Keep in mind that only the primary user of your tax account can authorize Niural to monitor and automatically update your Virginia tax account when changes occur.
To initiate the process, follow these steps:
- Begin by enrolling your Virginia Employment Commission (VEC) account for online access.
- Visit the Virginia Tax Online Services for Businesses.
- Under the "New Users" section, select "Enroll in Business iFile" to establish your User ID and Password.
- Opt to "Enroll in" VEC only and fill in all the mandatory fields.
- In the "Virginia Employment Commission (VEC) Validation Criteria" section, you'll need to input the total wage amount (Line 1) as reported on your most recently submitted tax report to the VEC. Use this format: 1234.56.
- If Niural handled your previous quarter's tax returns, you can contact us at support@niural.com to get a copy of your form from Niural. However, if someone else filed your prior quarterly report with VEC, you will need to obtain a copy of the form from them in order to access your company's account.
- Click "Next."
- You will be directed to the Business iFile Profile page, which will greet you with "Welcome, [Your Name]."
- Scroll down this page and click on the provided hyperlink to access the VEC's ESS portal.
Next, follow these instructions to authorize Niural with third-party access (TPA):
- Sign in to your Virginia Employment Commission (VEC) account.
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In the "iFile Login" section, choose the "VEC" radio button.
- Provide your company's 10-digit "VEC" account number.
- Enter your password.
- Click the "Log In" button.
- Under "Important Account Information," click on the hyperlink labeled "To assign a Tax Preparer, click here."
- In the field marked "Enter the Unique Id given to you by your Tax Preparer," enter "Niural!" (including the exclamation point).
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In the "Your Linked iFile Accounts" section, ensure that the following checkboxes are selected:
- Account Summary
- Quarterly Report and Payment
- Click "Assign."
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Next, sign in to Niural to inform us that you have granted us access:
- Navigate to the Company tab in your Niural profile.
- Click on "Give Niural access to your Virginia Employment Commission account."
- Tick the checkbox to confirm that you have completed the task in your VEC account.
- Click "Submit."
If you are already registered, you can find account numbers and rate information.
Income tax withholding
If you have previously registered your company in Virginia, you can locate your VA Tax Account Number on notices you've received from the VA Department of Taxation. Your tax account number will commence with "30-" to signify that it pertains to Withholding Tax.
In the event that your account number commences with any other number, it is likely associated with a different category of Virginia tax. The Virginia Department of Taxation administers various types of taxes, some of which may not be related to payroll.
If you require assistance in identifying your withholding tax number, you can reach out to the agency at (804) 367-8037.
Unemployment tax
Your VEC Account Number can be found on notices you receive from the VA Employment Commission. Additionally, your VA Employer Tax Rate is indicated in the Tax Rate section of the State Unemployment Insurance (SUI) notice that you receive from the VA Employment Commission.
The "VEC" account number consists of 10 digits, and it may start with either 2 or 3 leading zeros. Acceptable prefixes for this number include 000, 001, or 002.
When inputting your unemployment rate in Niural, ensure it encompasses the following components:
- Base tax rate
- Pool cost charge (if applicable, rates may vary by year)
- Fund building charge (if applicable, charge varies by year)
If you are a new employer, your unemployment rate will be provided to you once you become liable and complete your registration with the agency. During this period, we recommend adding the "New employer SUI tax rate" specific to Virginia. You can find the new employer rates for each state in this article, along with instructions on how to update the rate once you become liable and receive your company-specific agency-assigned rate.
Enter the tax account information in Niural
After adding a valid Virginia work address for one or more employees in Niural, you can proceed to input your tax account information as follows:
- Navigate to the Company details tab and go to the Jobs and Pay section.
- Scroll down to the "Virginia Tax Setup" section and click on Edit.
- Enter your withholding account number and specify your tax deposit schedule.
- If you need to make updates to your account number, contact us at support@niural.com.
Please note that there may be tax implications if taxes have already been paid or filed under an incorrect account number.
Enter your unemployment account number and the tax rate assigned by the agency.
Forms we file in Virginia
- Employer's Annual or Final Summary of Income Tax Withheld (VA-6)
- Employer's Payments Quarterly Reconciliation and Return of Income Tax Withheld (VA-16)
- Employer's Return of Virginia Income Tax Withheld (Electronic Only) (VA-5)*
- Employer's Voucher for Payment of Income Tax Withheld (Semiweekly) (VA-15)*
- Wage and Tax Statement (State W2)
- W-2/1099 Transmittal (VA-W)
- Employer's Quarterly Payroll Report (VEC-FC-21)
- Employer's Quarterly Tax Report (VEC-FC-20)
- New Hire Report
As per the Virginia Department of Taxation, Form VA-6 is required to be submitted to Virginia Tax by either January 31st of the subsequent calendar year or within 30 days following the final payment of wages made by your company, whichever comes first. This deadline ensures compliance with the reporting requirements for income tax withheld in Virginia.
Niural will exclusively handle the filing of Form VA-6 at the end of the year. In the event that your company makes its final payment of Virginia wages before the end of the year, it is your company's responsibility to file the VA-6 independently, outside of Niural's automated filing process. Should you fail to file it, Niural will proceed to file the VA-6 on January 31st, but please be aware that a $10 late filing penalty will be imposed by the agency. In this case, it becomes your company's responsibility to cover and pay this penalty. It is important that you adhere to the filing deadlines to prevent incurring such penalties.