Treasurers

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

• 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.

VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTS

• New for next year
• Item 270 of the Appropriations Act
•  
• P. Notwithstanding the provisions of 58.1-490
  et seq., Code of Virginia,
•  
• Effective January 1, 2015, every treasurer who
  receives an estimated income tax return,
  declaration or voucher is filed pursuant to
  58.1-495 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 Treasurers Association and
  worked out a phased approach.

VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTS

• 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 gt 1,000 payments by
  1/1/16
• Localities that submit 500-1,000 payments by
  7/1/16
• Localities that submit lt 500 payments by 1/1/17
  
• Exceptions will be granted if a locality needs
  more time.

VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTS

• 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 youve forgotten your password,
  please email IRMS.Support_at_tax.virginia.gov.
• 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.

VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTS
Required LMS Training Courses
VIRGINIA DEPARTMENT OF TAXATION
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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.
• Email IRMS.support_at_tax.virginia.gov to
  coordinate a test of your file.
• Receive approval before using for production
  data.

VIRGINIA DEPARTMENT OF TAXATION
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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.

VIRGINIA DEPARTMENT OF TAXATION
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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 City Hanover County
• Campbell County Floyd County
• King William County Mecklenburg County
• Page County Pulaski County
• Smyth County York County

VIRGINIA DEPARTMENT OF TAXATION
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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.

VIRGINIA DEPARTMENT OF TAXATION
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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 2015.
• Refer to the new Excel Template Job Aid in
  TARP.

VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTSTARP Procedures
VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTSTARP Job Aids
VIRGINIA DEPARTMENT OF TAXATION
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LOCAL ESTIMATED TAX PAYMENTS

• Lets 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

VIRGINIA DEPARTMENT OF TAXATION
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LOCALITY TOOLS

• TARP is your primary repository for
• Procedures
• Forms
• Job Aids
• User Guides
• To access TARP go to http//www.locality.tarp.tax.
  virginia.gov.
• 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.

VIRGINIA DEPARTMENT OF TAXATION
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LOCALITY TOOLS

• TAX Website/Locality page
• Whats New
• Forms / Links
• General Information for New Employees
• Roles and Responsibilities
• Tools you need
• IRMS Training Access
• SA-IRMS-E and instructions
• E-Alerts

VIRGINIA DEPARTMENT OF TAXATION
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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
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• 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 [phone].

VIRGINIA DEPARTMENT OF TAXATION
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CONTACT INFORMATION

• Howard.Overbey_at_tax.virginia.gov
• [phone]
• Lynn.Pulley-Paine_at_tax.virginia.gov
• [phone]

VIRGINIA DEPARTMENT OF TAXATION