Use the following drop-down list to select a question:

 

What tax forms can be filed electronically using VTW2eFile?

You can use VTW2eFile to electronically file Forms W2, 1099 and WH-434 by selecting a filing package from the main menu. All files must be formatted according to federal and state specifications. Tax Preparers and Payroll Filing Services can upload bulk files of Form WH-434 or this form can be data entered for individual companies.

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What's 1099 Combined Federal/State Filing (CF/SF)?

The Vermont Department of Taxes has joined the Combined Federal/State Filing (CF/SF) Program, for businesses using the IRS FIRE system to remit 1099s. CF/SF 1099 filers are NOT required to send 1099s to Vermont but must meet the two requirements for using the CF/SF program for Vermont. Please review these requirements in the 1099 CF/SF area on the VTW2eFile homepage.

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What are the two Vermont requirements for CF/SF 1099 filers?
  • 1099 filers are required to include their 15-character Vermont withholding tax account number in position (663-722) of the Payee “B” Record. This will ensure information returns will be accurately directed to the Vermont Department of Taxes.
    • The number should look similar to this example: 430123456789F01
  • Electronically file the Annual Withholding Reconciliation (Form WH-434) with Vermont using the VTW2eFile site at:

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Where will I find the data entered Form WH-434 in the VTW2eFile site?

The data entered Form WH-434 can be found on the WH-434 Annual Reconciliation return upload screen. It is the blue button located next to browse. This screen is not displayed until all valid W2s and 1099s are uploaded.

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Is there a place to validate file formats before transmitting files for processing?

Yes. Formatted W2/1099 & WH-434 files can be tested for validation using the “Test Files and formats” section in the blue box in the top right corner of the main menu screen.

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Will I need to register to use the VTW2eFile service?

Your withholding account must be registered with the Vermont Department of Taxes to file on the VTW2efile system. There is no additional registration needed for the site.

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Will a separate username, password or ID be assigned for the system?

No. We do not assign separate usernames, passwords or IDs for the VTW2eFile system. All users will be identified by specified record fields in their formatted files.

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What are the return due dates for Forms W2 & 1099 and Form WH-434?

The due date for electronically filing the Annual Reconciliation of Withholding Tax (Form WH-434) and corresponding W2/1099s is February 28. Requests for filing extensions must be submitted in writing to: Tax.VTW2efile@state.vt.us

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Is there a cost to electronically file using VTW2eFile?

No. There is no charge to file electronically with VTW2eFile. Filing electronically saves processing costs and can eliminate many common errors made with paper filed returns.

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What are the system requirements for using VTW2eFile?

VTW2eFile is a secure web based application using HTML. It is compatible with most web browsers including Internet Explorer 9.0+ (Windows PC), Mozilla Firefox 21.0+, Apple Safari 5.5+, and Google Chrome 27.0.

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What are the specific formats required for electronic files?

The two file formats accepted will be directly from the SSA specifications American Standard Code of Information Interchange (ASCII-1) for BSO (Business Services Online) submitters Extended Binary Coded Decimal Interchange Code (EBCDIC) or (ASCII) for EDT (Electronic Data Transfer) submitters. No file extension is needed including .txt if the above criteria are met.

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What are the specified record lengths for formatted electronic files?

Each file record should be formatted to a specified length including carriage returns:

  • W2s -- 512 characters
  • 1099s -- 750 characters
  • WH434 -- 127 characters, Trailer Record - 90

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Can I file returns with “applied for” tax account numbers or unregistered accounts?

No, both Federal and State identification numbers are required to file forms W2, 1099 and WH-434 electronically.

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Where is the Vermont tax account number used as an identifier in VTW2eFile records?

The 15 digit Vermont tax account identification number (430#########F0#) will be included in the following fields for each record type:

  • W2 -- (RS Record Position 248-267) State Employer Account Number
  • 1099 -- (Payee Record B Position 663-722) Vermont Account Number
  • WH-434 -- (W2-2 Record Field Position 434-02) VT Account Number

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What do I do if my file exceeds the 30 MB limit to upload the file?

If your file exceeds the 30 MB file size limit you will need to break your file into separate files for transmission. Each file will need to be less than 30 MB.

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Is there a list of validation rule edits and errors?

The record specific errors will be displayed on the screen if your file fails to validate for any reasons outlined in the specifications for the type of file transmission.

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Will partial files be accepted if there are validation errors?

No. Your file will only be accepted when no errors are found and the system displays a “Valid File Upload” message.

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What if I owe additional tax, can I pay the amount due using VTW2eFile?

No. Payments cannot be accepted through this system. If additional tax is due with your Form WH-434 you must remit the amount by check along with a copy of your confirmation page. If you remit your withholding tax via EFT any balance due may be remitted using ACH Credit.

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When formatting the Vermont W2 record what is the State Control Number (RS position, 331-337)?

This is not a required field for Vermont electronic W-2 files and should be left justified and filled with blanks.

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What happens if I cancel the filing process or it is interrupted before finishing?

If for any reason you do not complete any portion of your filing, any previously valid file uploads will need to be resubmitted. No files will be transmitted to the Department until a valid confirmation number is received.

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How will I know I have completed all filing and my transmission was successfully submitted to the Vermont Department of Taxes?

When you have completed all file uploads and checked the box to verify the files you are remitting you will be issued a confirmation number on the last screen, indicating your files have been transmitted to the Vermont Department of Taxes.

Sample Confirmation Number: 20140000014

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Is there a list of filing services or software applications that can prepare files using the specifications for VTW2eFile?

Yes. The link below provides a list of vendors provided by the Social Security Administration that support electronic filing. Please use the contact information provided for each company to ensure they support Vermont specifications.

https://secure.ssa.gov/apps10/ewr/vendors.nsf/byname

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Who do I contact if I need additional help with this service?

For additional assistance please contact a business tax examiner at 802-828-2551 option 3 Monday through Friday, 8:00 am - 4:30 pm, or email us at:

Tax.VTW2efile@state.vt.us

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This online service is in test – only mode. That means you cannot submit files for processing at this time. You can however, test whether your files are valid by clicking here.