Treasurers’ Association of Virginia VIRGINIA DEPARTMENT OF TAXATION 1 LOCAL ESTIMATED TAX PAYMENTS Howard Overbey Tax Processing Manager June 23, 2015

LOCAL ESTIMATED TAX PAYMENTS VIRGINIA DEPARTMENT OF TAXATION Beginning this year we discontinued automatically mailing estimated tax vouchers to taxpayers:  Software products/vendor substitute forms are primarily being used.  Localities will continue to receive blank forms.  Taxpayers can download the estimated voucher forms from the TAX website.  Taxpayers can call in, order online or write in for an on demand mailing. Approved agency budget reductions require changes in how local estimated payments will be made. 2

LOCAL ESTIMATED TAX PAYMENTS VIRGINIA DEPARTMENT OF TAXATION 3 New for next year: Item 270 of the Appropriations Act P. Notwithstanding the provisions of § et seq., Code of Virginia, 2.Effective January 1, 2015, every treasurer who receives an estimated income tax return, declaration or voucher is filed pursuant to of the Code of Virginia shall transmit such return, declaration or voucher to the Department of Taxation using an electronic medium in a format prescribed by the Tax Commissioner. We discussed implementation of this change with the President of Treasurer’s Association and worked out a phased approach.

LOCAL ESTIMATED TAX PAYMENTS VIRGINIA DEPARTMENT OF TAXATION 4  Electronic submission of Estimated Payments is required through EESMC.  Today 40 Localities use EESMC to submit estimated payments.  For the rest, this new electronic requirement will go into effect in a phased approach: Localities that submit > 1,000 payments by 1/1/16 Localities that submit 500-1,000 payments by 7/1/16 Localities that submit < 500 payments by 1/1/17  Exceptions will be granted if a locality needs more time.

LOCAL ESTIMATED TAX PAYMENTS VIRGINIA DEPARTMENT OF TAXATION 5  To use the EESMC application you must first complete two required courses in the TAX Learning Management System (EESMC access only curriculum).  Then submit the SA-IRMS-E form to receive IRMS login credentials to the EESMC application.  If you already have IRMS access but your status is inactive or you’ve forgotten your password, please  Refer to your TARP Procedures for detail information on how to submit local estimated payments to TAX electronically.  Refer to the EESMC User Guide on how to submit files.

LOCAL ESTIMATED TAX PAYMENTS VIRGINIA DEPARTMENT OF TAXATION 6 Required LMS Training Courses:

LOCAL ESTIMATED TAX PAYMENTS  Next determine how you will create your estimated payment file: Have your IT department download your payments Download your file from the Bright system Download your file from the Munis system Create an Excel file of your payments  Extract estimated payment data from your system.  to coordinate a test of your  Receive approval before using for production data. 7 VIRGINIA DEPARTMENT OF TAXATION

LOCAL ESTIMATED TAX PAYMENTS Your IT Department:  If you have an IT Department, provide them with a copy of the EESMC User Guide, Chapter 3, Appendix 2.  Have them download your data into the required TXT (text) file format.  Test your file with us. 8 VIRGINIA DEPARTMENT OF TAXATION

LOCAL ESTIMATED TAX PAYMENTS Bright Users:  Refer to the new “Bright Job Aid” in TARP to download your estimated payment information from the Bright system into the required file format.  Seek assistance from existing Bright/EEMSC users: Fredericksburg CityHanover County Campbell County Floyd County King William CountyMecklenburg County Page County Pulaski County Smyth CountyYork County 9 VIRGINIA DEPARTMENT OF TAXATION

LOCAL ESTIMATED TAX PAYMENTS Munis Users:  Refer to the new “Munis Job Aid” in TARP to download your estimated payment information from the Munis system into the required file format.  Seek assistance from your Munis software representative. 10 VIRGINIA DEPARTMENT OF TAXATION

LOCAL ESTIMATED TAX PAYMENTS Excel Users:  A pre-defined Excel template is being developed for Localities that do not have IT support and are not Bright or Munis users.  To use this template you must have Excel 2007 or a higher version.  You will key every estimated payment into an Excel file.  This software will be available by August  Refer to the new “Excel Template” Job Aid in TARP. 11 VIRGINIA DEPARTMENT OF TAXATION

LOCAL ESTIMATED TAX PAYMENTS TARP Procedures VIRGINIA DEPARTMENT OF TAXATION 12

LOCAL ESTIMATED TAX PAYMENTS TARP Job Aids VIRGINIA DEPARTMENT OF TAXATION 13

LOCAL ESTIMATED TAX PAYMENTS Let’s Review:  Required electronic submission of local estimated payment information  Phased timeline  Review TARP Procedures  Review EESMC User Guide  Take required LMS training on using EEMSC  Submit SA-IRMS-E form to get access to EESMC  Determine how you will create your file  Refer to the applicable Job Aid on “how to”  Create a test file  Notify IRMS Support when you are ready to test your file  Receive approval 14 VIRGINIA DEPARTMENT OF TAXATION

LOCALITY TOOLS TARP is your primary repository for: –Procedures –Forms –Job Aids –User Guides To access TARP go to You will need to retain this URL for your records as this address is not posted anywhere. Refer to the e-Alert sent to you on April 14, 2015 Please communicate to your staff. 15 VIRGINIA DEPARTMENT OF TAXATION

LOCALITY TOOLS  TAX Website/Locality page What’s New Forms / Links General Information for New Employees o Roles and Responsibilities o “Tools you need” o IRMS Training Access o SA-IRMS-E and instructions  E-Alerts 16 VIRGINIA DEPARTMENT OF TAXATION

LOCALITY TOOLS Locality Training for the 2015 Filing Season Commissioners of the Revenue, Treasurers, and Staffs, Our goal is to provide you with the necessary instruction and direction to adequately understand the processes involved in local individual return processing and preparation. This training package contains several components to provide you with important information for this upcoming tax year. All of this material is located or accessed through the Department's website under "Localities". To get the best results, we recommend the training material be taken in the following order: Guide to taxable year 2014 changes 2015 Filing Season Income Tax Processing Reminders – Commissioner of Revenue Specific 2015 Filing Season Income Tax Processing Reminders – Treasurer Specific As you process returns throughout the year, we will provide feedback to localities who are not complying with the procedures outlined in this series of training materials. If you have questions regarding any of the training material, please contact Howard Overbey at (804) VIRGINIA DEPARTMENT OF TAXATION

CONTACT INFORMATION (804) (804) VIRGINIA DEPARTMENT OF TAXATION