Virginia registration and tax info

How it works

Once a work address has been added in a new state and a new employee has been hired and assigned a work address in that state, you can get registration assistance in Gusto.

Pricing varies by state—get started below and during step 4, you'll review the price, process, and estimated timeline to completion.

Here’s a snapshot of the process:

1. We’ll collect some basic business information from you.
2. Gusto and CorpNet will check the information for accuracy.
3. Your registration application(s) are usually submitted within 3-5 business days.
4. Check the mail for registration info—the state will typically send your tax account numbers and rates to you directly.

CorpNet can walk you through entering any info that they themselves do not enter in Gusto on your behalf.

Get started with state tax registration

1. Sign in to Gusto as an admin.
2. Click the Taxes & compliance section and select Tax setup.
3. Under “[State name] Tax Setup”, click Have us register for you.
   • The state you want to register in will only appear in this location once a work address has been added in a new state and an employee has been assigned a work address in that state.
4. Review the price, process, and estimated timeline to completion.
   • We will not charge you the registration service fee until you send us your order.
5. Click Continue.
6. Answer a couple eligibility questions.
   • Note: Gusto can only register for you if you don't yet have a state account already.
7. Click Save & continue.
8. Enter some company information.
   • We’ll pre-populate the information we already have.
9. Click Save & continue.
10. Tell us about your responsible party–this is the person who is to be held accountable for the company’s good standing and a point of contact within the organization for tax purposes.
    • If you're a nonprofit and run into any issues, check out our FAQ section below for more information.
11. Click Save & continue.
12. Enter some state-specific operational information.
13. Click Save and continue.
14. Review all information thoroughly–if any information is incorrect it may delay the process.
    • Heads up: state and local agencies may charge additional fees and increase the estimated turnaround time shown. CorpNet will let you know if that happens.
15. Check the box to acknowledge all info is accurate and you agree to the Terms of Service.
16. Click Send registration order.

After you send your order, we’ll email you with status updates and add your order total to your next monthly invoice.

Check the status of your order

When your order is complete you’ll receive emails from both Gusto and CorpNet. They’ll detail the next steps which include:

• Reviewing registration details
• Any other state-specific instructions

Before your order is completed, you can use the link in the state registration confirmation email from Gusto to check the status of your order. 

You can also check the status in your Gusto account:

1. Head to the Taxes & compliance section and select Tax setup.
2. Scroll to the state's headline.
3. Click Check the status of your registration.

Cancel your order

If an order is already completed, you'll need to contact CorpNet at [email protected] or 1(888) 449-2638 to cancel. They’re open Monday-Friday from 7am-5pm PT.

If your order is still in progress, you can cancel from your Gusto account:

1. Head to the Taxes & compliance section and select Tax setup.
2. Scroll to the state's headline.
3. Click Check the status of your registration.
4. On the right-side of the page, under "Changed your mind?", click Cancel your order.
5. Let us know why you're canceling.
6. Click Cancel your order.

FAQs

Q: Can I run payroll for my employees before my registration is complete?

A: Not in most cases—you typically need to have a withholding account number and required tax rate(s) in Gusto before you can run payroll. 

If you’re registering in a state where there is no income tax withheld, you can use the state-specific “new employer rate” in this article until you receive your company-assigned rate from the agency.

Q: Can I use Gusto to register in a new state if I don't have a Federal Employer Identification Number (FEIN) yet?

A: No–you must have a FEIN entered in Gusto to order a state tax registration.

Q: Where can I see all my tax information?

A: You can see all tax details in the following locations: 

• Gusto–head to the Taxes & compliance and select Tax setup, and scroll to the applicable state tax setup.
• CorpNet–create a CorpNet account and login at any time to review information.
• State online account–once you’ve gained access to your agency accounts, your tax details will also be available there.

Gusto’s state tax registration service does not contain tax, legal, financial, or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, HR expert, or accountant for specific guidance.

Q: My company is a nonprofit and I'm unable to enter 0% in the responsible party section, what do I do?

A: Some states have a 1% minimum for the responsible party ownership percentage. Those states are: ID, KS, MN, OH, SC, DC, DE, MD, NJ, NY, and RI.

Registration orders will need to be placed directly through CorpNet, outside of Gusto, or you'll need to register directly with the agency yourself.

Virginia tax agencies

• Virginia Department of Taxation (TAX) - income tax withholding
• Virginia Employment Commission (VEC) - unemployment tax

Register a new company

You can register for both tax agencies by visiting the VA Tax Online Services for Businesses website and selecting the option for Are you a new Business? Register Here.

You should receive both your VA Tax Account Number (income tax withholding number), income tax withholding deposit schedule, and VEC Account Number (unemployment tax number) instantly after registering online. 

Keep in mind, this state restricts you from registering for unemployment insurance until you meet the state's liability requirements which are generally: 

• Paying wages of at least $1,500 in a quarter;
• Paying one or more employees during any 20 weeks in a year; or
• For nonprofits, employing at least four workers during 20 weeks in either the current or preceding year.

If you're a new employer, you'll get your rate once you become liable and are able to complete your registration with the agency. Click here to view state-by-state new employer rates and wage bases (not company-specific). 

What to enter in Gusto

The tax rate that you enter in Gusto should be your agency-assigned rate and include:

• Your Base Tax Rate
• Pool Cost Charge (if applicable, rates vary by year)
• Fund Building Charge (if applicable, charge varies by year) 

If you have any questions about your rate or the registration process, call the agency at (804) 367-8037. 

Third-party access (TPA) 

Give Gusto access to your Virginia Employment Commission account

Follow the steps below to let Gusto monitor your Virginia tax account and update it automatically when we find out about changes.

Important: Only the primary user of your tax account can grant Gusto access.

1. Sign in to your Virginia Employment Commission (VEC) account. You’ll need your VEC account number.
2. Under “Important Account Information,” click To assign a Tax Preparer, click here.
3. In the “Enter the Unique Id given to you by your Tax Preparer” field, enter “Gusto!” (include the exclamation point).
4. In the “Your Linked iFile Accounts” section, make sure these checkboxes are selected:
   • Account Summary
   • Quarterly Report and Payment
5. Select Assign.
6. Next sign in to Gusto to let us know you've granted us access:
   • On your home page under "Things to do," click Give Gusto access to your Virginia Employment Commission account. 
   • Click the checkbox to indicate you've completed the task in your VEC account. 
   • Click Submit. 

Income tax withholding

If you've already registered your company in Virginia, you can find your VA Tax Account Number on notices received from the VA Department of Taxation. 

Your tax account number will start with a "30-" which indicates it's for Withholding Tax.

• If your account number starts with any other number, it's likely for a different type of Virginia tax. The Virginia Department of Taxation handles many different (non-payroll related) taxes and you may be registered for multiple tax types.

If you need help finding your withholding tax number, call the agency at (804) 367-8037.

Unemployment tax

You can find your VEC Account Number on notices received from the VA Employment Commission. Your VA Employer Tax Rate will appear in the Tax Rate box of the State Unemployment Insurance (SUI) notice that you receive from the VA Employment Commission. Click here to view state-by-state UI rates and wage bases (not company-specific). 

What to enter in Gusto

The tax rate that you enter in Gusto should your agency-assigned rate and include:

• Your Base Tax Rate
• Pool Cost Charge (if applicable, rates vary by year)
• Fund Building Charge (if applicable, the charge varies by year). 

If you have any questions about your rate, call the agency at (866) 832-2363.

• 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

Where to find the forms available in your account

Head to the Taxes & compliance section and select Tax documents. Use the tabs on the page to toggle between federal, state, W-2, and 1099 forms.

Asterisks info—only if applicable

• Filings marked with an asterisk (*) are coupons or payment vouchers or other forms that are filed electronically and will not appear in your Tax documents tab.
  • Find these in the Agency Payments report.
• Filings marked with a double-asterisk (**) are forms that will only be available for January 1st, 2020 and beyond.

Gusto will only file this form at the end of the year. If your company makes the final payment of Virginia wages before the end of the year, the company will be responsible for filing the VA-6 outside of Gusto. If this is not filed, Gusto will still file the VA-6 on January 31st, but a $10 late filing penalty will be assessed by the agency, and it will be the responsibility of your company to pay.

• Virginia Department of Taxation (804) 367-8037
• Virginia Employment Commission (866) 832-2363