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Virginia Wage Report

Create and upload Virginia wage reports (VEC FC20) using ProPay and the Virginia Tax Web Upload website.

Overview

ProPay generates VEC FC20 (MMREF) SUI Quarterly Tax and Wage Report files for Virginia unemployment insurance reporting. You create the file in ProPay and upload it through the Virginia Tax Web Upload system.

Key features:

  • Automated wage report generation
  • Integration with Virginia Tax Web Upload system
  • Support for multiple client reporting
  • File validation before submission

Before You Begin

You need:

  • Virginia Tax Web Upload account and login credentials
  • Quarter ending date for filing
  • Client selection prepared

Important: Once submitted, no changes can be made to the file. Ensure all information is correct before submission.

Generate Wage Report File in ProPay

  1. Open ProPay.
  2. Go to Client Functions > Electronic Functions > Magnetic Media.
  3. Select State Quarterly Magnetic Media Filing from the dropdown menu.
  4. Choose the client(s) to include in your filing upload.
  5. Create the file.
  6. Print the internal report (detailed or summary) for your records.
  7. Save the generated file.

Upload File to Virginia Tax Web Upload Website

  1. Visit https://www.webupload.tax.virginia.gov/user/login
  2. Log in to your account.
  3. Select the form VEC FC20 (MMREF) SUI Quarterly Tax and Wage Report.
  4. Click Browse and locate the file you created in ProPay.
  5. Enter the number of "Header" and/or "Footer" lines in your file, if applicable. This refers to rows of data to be ignored, such as field names instead of actual data.
  6. Click Upload.

Important: Do not use your browser's back button or stop the process while your file is being uploaded.

  1. Verify the validation totals are correct.
  2. If the displayed data is correct, click Submit Now.
  3. Confirm your submission when prompted.

Warning: Once submitted, no changes can be made to the file.

Troubleshooting

Unable to generate wage report file:

  • Ensure you have the latest version of ProPay installed
  • Verify that all client information is complete and accurate
  • Check for any error messages and consult the ProPay user manual for specific error codes

File upload fails:

  • Confirm that your internet connection is stable
  • Verify that the file format matches the requirements of the Virginia Tax Web Upload system
  • Ensure the file size does not exceed the maximum limit set by the system

Incorrect validation totals:

  • Double-check the data in ProPay before generating the file
  • Compare the internal report from ProPay with the validation totals on the upload website
  • If discrepancies persist, regenerate the file in ProPay and attempt the upload again

Frequently Asked Questions

Q: How often do I need to submit the Virginia wage report? A: The Virginia wage report is typically submitted quarterly. Check with the Virginia Employment Commission for exact deadlines.

Q: Can I edit the file after uploading but before submitting? A: No. Once the file is uploaded and submitted, no changes can be made. Ensure all information is correct before submission.

Q: What if I need to report for multiple clients? A: ProPay allows you to select multiple clients when generating the wage report file. You can include all relevant clients in a single file for upload.

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