- Residents of Virginia, please enter or update your tax withholding status online at any time. Please go under Hokie Team within Hokie Spa and select tax forms. Once your tax withholding has been updated it will apply to the next available pay day.
- Residents of West Virginia, Maryland, North Carolina or the District of Columbia, who have active state tax deductions in their state (WV/MD/NC/DC) need to fill out this form https://www.commerce.gov/sites/default/files/2020-01/Form%20VA4%20VA%20Withholding.pdf to claim exemption from VA state tax. Once completed, please use the Payroll Drop Box https://www.controller.vt.edu/resources/payroll/payroll-dropbox.html to upload the form.
- Residents of West Virginia, Maryland, North Carolina or the District of Columbia, who wish to claim exempt in their home state (WV/MD/NC/DC) and Virginia, should send us exemption forms for both states. Please use the VA-4 exemption form https://www.commerce.gov/sites/default/files/2020-01/Form%20VA4%20VA%20Withholding.pdf, and pull the appropriate state form (WV/MD/NC/DC) https://www.controller.vt.edu/resources/payroll/OtherStateTaxes.html. Once completed, please use the Payroll Drop Box https://www.controller.vt.edu/resources/payroll/payroll-dropbox.html to upload the two forms.
- Residents of the states we are not registered in, should use Hokie Spa to claim exemption from VA taxes, and file quarterly estimated taxes with the appropriate taxing authority where they live/work.
Frequently Asked Questions
The ability to complete tax forms on line is contingent on an employee having a job record set up in our system. If you are a new hire and your department is in the process of setting up your job, this may take a few days.
If a valid tax form or system update is not received prior to payroll processing, Payroll is required by the IRS to withhold at the highest withholding rate (Single, 0 allowances). Payroll will not refund any additional taxes withheld. If eligible, an employee can obtain a refund of any over withheld income taxes when filing a personal income tax return for that year.
Please contact the Payroll department if you have questions regarding your tax residency. Payroll@vt.edu
Employees can claim exempt from income tax withholding, if they meet IRS guidelines or the State of Virginia guidelines. Information on claiming exemption from withholding can be found on the requisite tax forms. By claiming exempt status, no federal and/or state taxes will be withheld. Those employees who claim exempt should not put any amount in the allowances or additional withholdings boxes of the tax forms.
The exempt status expires at the end of the every calendar year. Each calendar year, employees must complete new tax forms to claim exempt status for both the Federal and State. VT gives a grace period until the end of January of the following year to renew tax exemption.
If an employee’s exempt status is not renewed annually, VT will begin withholding income taxes during the next pay period at the last known rate if available, or at the default maximum withholding amount, single & zero allowances. No refunds will be given by Payroll if updated exemption forms are not completed on time.