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Transmission Requirements

If the Department accepts the e-filed return, the Transmitter must notify the taxpayer of the following:

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The date the transmission was accepted

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The Submission ID

If the Department rejects the e-filed return, the Transmitter must notify the taxpayer of the following:

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The date the transmission was rejected and what the reject code(s) mean;

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Steps to take to correct the errors; and

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The taxpayer must file a timely paper return:

o if the electronic return cannot be corrected and retransmitted to the Department, or

o if the Virginia Tax Department cannot accept the return for processing.

A Transmitter that receives returns from an Intermediate Service Provider for Online Filing must adhere to the

same requirements as a Transmitter that transmits ERO returns received from Intermediate Service Providers.

Additional Requirements for Transmitters Participating in Online Filing

Transmitters participating in Online Filing must follow all of the above requirements and also must:

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Ensure the transmission includes the assigned Online Filing EFIN in the appropriate field;

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Ensure that the ISP’s EFIN is included in the electronic return data, when applicable;

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Assign a Submission ID to each taxpayer’s return and include it in the e-filed transmission;

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Notify the taxpayer of the return’s status electronically within two business days of retrieving the

acknowledgement file or by mail within one business day of retrieving the acknowledgement file;

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Provide the Internet Protocol Information (Address, Date, Time and Time Zone of the computer used to

e-file);

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Include the “Online” in the “Originator Type Code” schema element.

PDF – Binary Attachments

Virginia requires certain supporting documentation to be sent as PDF attachments. All PDF attachments must

be listed in the binary attachment portion of the return. The referenceDocumentId attribute must be used to

link the attachment to the appropriate location on the return.

Users must:

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either have a scanner that allows them to scan documents into a PDF file; or

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have another tool that allows them to save a Word / Excel file into a PDF.

Approved e-file tax preparation software must

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provide the necessary instructions for creating, scanning or exporting documents in PDF format; and

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submit these documents as attachments that are required by Virginia.

Names and Descriptions for PDFs

For all PDF attachments, the preparation software must provide the taxpayer the ability to enter a meaningful

description. Virginia requires a separate PDF file and referenceDocumentId for each attachment.

For example, if three out-of-state returns are needed, each out of state return attachment is required to be sent

in a separate PDF file with a separate referenceDocumentId. The same applies to Credits on Schedule CR

that require PDF attachments.

A missing document letter requesting the document in paper format will be sent out to the users if the PDF

attachment(s) are missing or are not properly attached (via its referenceDocumentId) to the Virginia Return,

including the Reference Document ID.

Individual Income e-File Guide – Tax Year 2015

Rev. 10/26/15

Page 14

Individual Income E-File Guide And Specifications Forms - Virginia Department Of Taxation - 2015 Page 15

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