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Submission of Virginia Withholding

Policy Statement
The University of Georgia will comply with Virginia Department of Taxation requirements regarding the submission of taxes withheld from employees’ paychecks.
Reason for policy
The University of Georgia is required to follow State of Virginia guidelines for depositing Virginia state income taxes as per the Virginia Department of Taxation’s Withholding Tax Guide.
The Payroll Department deposits the total amount of Virginia tax withheld from employees’ paychecks plus any adjustments made to Virginia tax since the last deposit. Taxes withheld each month must be remitted by the 20th of the following month via secure website. UGA must file an annual Summary on Form VA-6 online using a secure website through the Illinois Department of Revenue web page. An electronic W-2 file must also be uploaded online by the last day of February following year end.
Additional contacts

Amanda Webb

Phone Number: 706-542-6935


Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for University Business and Accounting Services

Policy Owner: Payroll


Policy Contact:  Amanda Webb

Phone Number: 706-542-6935

Record Retention

Explanation: This series documents amounts withheld by Payroll from employees' checks for taxing authorities. This series may include but is not limited to: the Statement for Claiming Benefits Provided by Section 911 of the Internal Revenue Code; Withholding Allowance Certificates (W-4s); Earned Income Credit Advance Payment Certificates (W-5s); Non-resident Alien Request for Exemption from Tax Withholding (IRS Form 8233); Alien Information Request Form; and Request for Exemption from State Income Tax Withholding. Individual forms may include employees' names, addresses, social security numbers, and tax identification numbers. Documents must be retained for five (5) years after superseded or employee ends employment.

(Board of Regents: Tax Withholding Authorization Records 0472-04-037)

Record copy: The Payroll Department will maintain a file of Virginia tax payment information.

Retention: 4 years

Policy Appendices

Virginia Department of Taxation, Business Withholding

Submission of Federal taxes 2.2 and Georgia state withholding taxes 2.4