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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.
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.
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.
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.
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.
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.
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
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.
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.
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.
Each file record should be formatted to a specified length including carriage returns:
No, both Federal and State identification numbers are required to file forms W2, 1099 and WH-434 electronically.
The 15 digit Vermont tax account identification number (430#########F0#) will be included in the following fields for each record type:
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.
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.
No. Your file will only be accepted when no errors are found and the system displays a “Valid File Upload” message.
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.
This is not a required field for Vermont electronic W-2 files and should be left justified and filled with blanks.
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.
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.
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.
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:
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.