Withholding for Employers

Employers should request that each employee complete a W-4VT, Employee’s Withholding Allowance Certificate, in addition to a federal Form W-4, so that the employer may correctly calculate their Vermont Income Tax Withholding. The form will help employees determine the number of allowances to take. Even employees who have recently updated their W-4s should make sure that they have completed the most recent version of the W-4VT. Read our frequently asked questions about Vermont employee's withholding allowance certificates to learn more.

Hiring Relocated and Remote Workers

Although all income earned in Vermont is considered Vermont income, out-of-state employers are not required to begin withholding Vermont Income Tax until an employee has been working from a Vermont location for thirty days. If an employee lives and works remotely in Vermont, then income earned during the entire period of time that they live in Vermont is subject to Vermont income tax. This is true even if they claim another state as their domicile. Employers should work with these employees to make sure that the correct amount of Vermont income tax is withheld, and completing the W-4VT will help.

Each employee will need to complete a W-4VT, Employee’s Withholding Allowance Certificate in order to calculate their Vermont Income Tax Withholding. The form will help them determine the number of allowances to take. Form W-4VT was updated in January of 2019 and even employees who have recently updated their W-4s should make sure that they have completed the most recent version of the W-4VT. Here are some frequently asked questions about Vermont employee's withholding allowance certificates.

Payment Frequency for Employers

Payments for Tax Withheld

• Generally, your payment frequency will mirror your Federal payment frequency; for example, if you are required to pay your Federal Withholding Tax semiweekly, you are required to pay the Vermont Withholding Tax semiweekly.

Quarterly Payment frequency

• You should pay the tax when you file Form WHT-436, Quarterly Withholding Reconciliation (see below):

Monthly Payment Frequency

• You must pay withholding tax for the month by the 25th day of the following month. (Exception: January’s payment is due the 23rd day of February but extended to the following Monday if the 23rd occurs on a weekend). For example, withholding tax for the month of June must be paid by July 25.  You should pay the first and second months by their due dates as stated above. The third payments should be made when you file Form WHT-436, Quarterly Withholding Reconciliation.

Semiweekly Payment Frequency

• Tax withheld for pay dates on Wednesday, Thursday, or Friday is due the following Wednesday. Tax withheld for all other pay dates is due the following Friday.  The due date for payments will not usually coincide with the due date for Form WHT-436, Quarterly Withholding Reconciliation.

Quarterly Reconciliation

All taxpayers (Semiweekly, Monthly, and Quarterly) are required to file Form WHT-436, Quarterly Withholding Reconciliation, at the close of each quarter.

Annual Reconciliation

All taxpayers (Semiweekly, Monthly, and Quarterly) are now required to file Form WHT-434, Annual Withholding Reconciliation, due the last day of January. This form serves as the transmittal for forms W-2 or 1099 and reconciles the amount of Vermont income tax withholding reported during the year to the amount of withholding tax shown on the W-2 and/or 1099 forms.

How to File 

Online

All taxpayers may file returns and pay tax due for Withholding Tax using myVTax, our free, secure, online filing site. Filing online through myVTax, is mandated by the Commissioner of Taxes.

You must file and pay electronically if:

• you submit 25 or more W-2 and/or 1099 forms with Form WHT-434, Annual Withholding Reconciliation, or

• you pay withholding tax on the semiweekly schedule, or

• a payroll filing service is used

Commissioner's Mandate for Tax Exceeding $100,000: If your total withholding remitted for the prior calendar year exceeded $100,000, the Commissioner of Taxes has mandated that you must file and pay electronically. The director of the Division of Taxpayer Services will consider a written request for an exemption based on extraordinary circumstances.

Paper Returns

You may file using paper forms if:

• you submit fewer than 25 W-2 and/or 1099 forms and

• you pay withholding tax on the quarterly or monthly schedule and

• you do not use a payroll filing service and

• you cannot file and pay through myVTax

Here is a list of what you’ll need, whether you file your own returns or see a tax professional.

1. Business Name
2. Federal ID Number
3. Mailing Address
4. Reporting Period
5. Business Tax Account Number
6. Total Vermont income tax withheld from your employees for the reporting period
7. Employers should have all employees complete Form W-4VT, Employee’s Withholding Allowance Certificate 
8. All employers are required to file Form WH-434, Reconciliation of Withholding Tax Account annually

How to Amend a Return

Online: Login to myVTax, and select Amending Returns.

Paper Returns: Submit the amended return with the word AMENDED written at the top of the form.