What Is Virginia VA-5? How to File, Deadlines & Requirements

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Payroll doesn’t end when you hand your employees their paychecks. As an employer, you’re also responsible for keeping up with state payroll tax reporting requirements. Missing a deadline, filing the wrong return, or overlooking important information can turn a routine payroll task into a costly compliance headache.

If you run a business in Virginia, understanding the state’s withholding requirements will help you stay ahead of these challenges. Knowing your filing schedule, what information to report, and when your return and payment are due can make the process much easier and help you avoid unnecessary penalties.

Here’s everything you need to know about Virginia’s withholding requirements, deadlines, and how to stay compliant.

What is Virginia Form VA-5?

Virginia Form VA-5, Employer’s Return of Virginia Income Tax Withheld, is used by employers to report Virginia income tax withheld from employee wages for a specific filing period.

In general, an employer who pays wages to employees must withhold Virginia income tax when required. Virginia’s withholding rules substantially conform to the federal definition of wages, so withholding is generally required for payments subject to federal income tax withholding, with certain exceptions.

Who needs to file Form VA-5?

Generally, employers must file withholding returns even when no withholding tax is owed for the filing period. The specific return and payment schedule depends on the filing status assigned to the employer:

• Quarterly filers: Use Form VA-5Q when the average monthly withholding liability is less than $100.
• Monthly filers: Use Form VA-5M when the average monthly withholding liability is more than $100 but less than $1,000.
• Seasonal filers: Use Form VA-5M for the months designated when the employer registered for a seasonal filing status.
• Semi-weekly filers: Employers with an average monthly withholding liability of $1,000 or more follow the semi-weekly payment schedule and use VA-15 for withholding payments rather than VA-5M or VA-5Q.

Important: Semi-weekly filers should make withholding payments using Form VA-15 and file Form VA-16 for quarterly reconciliation.

What information do you need to complete VA-5?

Having the required information ready before you begin can make the Form VA-5 filing process faster and help reduce errors. 

You may need:

• Virginia income tax withholding liability for the filing period
• Previous-period overpayment or underpayment adjustments, if applicable
• A detailed explanation for a previous-period adjustment
• Applicable penalty and interest, if any
• Total amount due
• Business and Virginia withholding account information
• Signature, date, and phone number, where applicable

How to file Form VA-5

Virginia requires employers to file withholding returns and make payments electronically. 

Before filing, follow these basic steps:

1. Confirm your filing status and determine whether you need VA-5M or VA-5Q.
2. Calculate the Virginia income tax withheld for the filing period.
3. Report any previous-period adjustments, if applicable.
4. Add applicable penalty or interest, if required.
5. Submit the return and payment electronically by the due date.

When is Virginia VA-5 due?

Your deadline depends on the filing frequency assigned to your business.

Monthly filers: File Form VA-5M and make the payment by the 25th day of the following month.

Quarterly filers: File Form VA-5Q and make the payment by the last day of the month following the end of the quarter. 

Seasonal filers: Seasonal employers file during their designated months using the normal monthly due dates. 

Semi-weekly filers: Withholding payments are generally due within three banking days after wages are paid. 

Does Virginia impose penalties for late filing or late payment?

Yes. Filing or paying withholding tax after the due date can result in penalties and interest.

Late Filing:

• Missing the VA-5 filing deadline may result in a 6% penalty on the tax due for each month or fraction of a month the return remains late, up to 30%. The penalty is at least $10, even when no tax is due.

Late Payment:

• If the return is filed on time but the tax is paid late, Virginia may charge a 6% penalty for each month or fraction of a month on the unpaid tax, up to 30%.

Interest on Unpaid Tax:

• Interest may be charged on unpaid withholding tax from the due date until the outstanding amount is paid.

Returned Payment:

• A $35 penalty may apply when a payment is returned or rejected by the bank.

Make Virginia VA-5 filing easier

Managing payroll compliance is easier when you have a filing solution that works alongside your business. Instead of navigating the filing process on your own, TaxBandits gives you a convenient way to prepare, review, and e-file Form Virginia withholding returns from one platform. 

With a streamlined filing experience and tools designed to simplify payroll tax filing, TaxBandits helps reduce the time and effort required to manage your filing requirements. 

Get started with TaxBandits today to simplify your Virginia payroll tax filing and keep your payroll reporting on track.