Paying people correctly and on time is one of the most important things a business does, and one of the easiest to get wrong. Timeless Tax provides payroll services in Fredericksburg, VA for businesses of every size — from your first employee to a growing corporation — and for household employers that want their team paid accurately, their federal and Virginia payroll taxes deposited and filed, and their W-2s out the door each January, without the owner spending payday buried in paperwork.
Key takeaways
- We process payroll through ADP, with direct deposit and pay stubs for your employees.
- We handle federal and Virginia payroll tax deposits and filings, including quarterly returns and year-end W-2s.
- New hire setup covers withholding forms, Form I-9 and Virginia's 20-day new hire report.
- Payroll ties into our bookkeeping and tax services, so wages and taxes post correctly on your books.
Who our payroll services are for
- First-time employers hiring their first one or two people and unsure where to start. Our guide to hiring your first employee in Virginia is a good primer.
- Small teams that have outgrown handwritten checks or spreadsheets.
- S corporation owners who need to run a reasonable salary for themselves through payroll.
- Businesses that pay contractors and need accurate 1099s at year-end.
- Owners who are behind on payroll filings or have received a payroll tax notice and want it handled correctly going forward.
What's included in our payroll services
- Payroll processing through ADP on your pay schedule, with direct deposit and pay stubs
- Calculation of federal income tax, Social Security, Medicare and Virginia income tax withholding
- Federal payroll tax deposits and quarterly Form 941 filings
- Virginia withholding payments and returns, plus the annual Form VA-6 reconciliation
- Quarterly unemployment tax reports with the Virginia Employment Commission (VEC) and the annual federal Form 940
- Year-end Forms W-2 and W-3 for employees and Forms 1099-NEC for contractors
- New hire setup: Forms W-4 and VA-4, Form I-9 support and Virginia new hire reporting
- Payroll entries recorded in your books through our bookkeeping service
Our payroll process
- Set up. Book a meeting or call (540) 479-1500. We gather your company details, tax account numbers, pay schedule and employee information, and set up payroll in ADP.
- Run payroll. Before each payday you send hours and any changes; we calculate gross pay, withholding and net pay.
- Pay your team. Employees are paid by direct deposit and receive pay stubs.
- Deposit taxes. Federal and Virginia payroll taxes are deposited on the schedules the IRS and Virginia Tax assign to your business.
- File reports. Quarterly and year-end returns are filed with the IRS, Virginia Tax, the VEC and the Social Security Administration.
Have a question about your situation?
Our team can look at your numbers and tell you exactly where you stand — in person in Fredericksburg or remotely from anywhere.
The payroll tax calendar we keep for you
Payroll comes with a steady rhythm of federal and Virginia deadlines. Missing one can mean penalties, so we track them for you. Here is what a typical Virginia employer faces:
New hire setup, done right
Most payroll mistakes start on an employee's first day. When you hire someone, we help you collect and process:
- Form W-4 for federal withholding and Form VA-4 for Virginia withholding
- Form I-9, with Section 2 completed within 3 business days of the start date, as USCIS requires
- The Virginia new hire report, due within 20 days of the start date
- Direct deposit details and pay rate, set up in ADP
Hiring someone who works remotely? Our I-9 verification service can act as your authorized representative to review the employee's documents in person.
Common payroll mistakes we help you avoid
Payroll errors tend to snowball, because each paycheck repeats the mistake. These are the problems we see small employers run into most often when they handle payroll on their own:
- Late or missed deposits. Withheld taxes belong to the government, and the IRS treats late deposits seriously. Holding withheld tax to cover a cash crunch is a fast way into trouble.
- Using the wrong deposit schedule. Both the IRS and Virginia Tax assign a schedule based on how much tax you report, and it can change as you grow.
- Outdated withholding forms. An employee's W-4 or VA-4 from years ago may no longer match their situation.
- Skipping the state side. New employers sometimes register for federal payroll but forget Virginia withholding or the VEC unemployment account.
- Paying an S corporation owner only through distributions. Owners who work in the business generally need a reasonable salary run through payroll. Our LLC vs. S corp guide explains why.
Already received a notice about a payroll tax filing or deposit? Our tax resolution service can help you respond while we put payroll on a steady footing.
Contractors and 1099s
Not everyone you pay is an employee. Independent contractors are not run through payroll, but you may owe them a Form 1099-NEC each January. For payments made after December 31, 2025, the IRS reporting threshold for most payments for services rose from $600 to $2,000. We track contractor payments during the year and prepare the forms, and we can help you think through whether a worker should be treated as an employee or a contractor.
Get started with Timeless Tax
Whether you are hiring your first employee or moving an existing payroll, we will make the switch smooth. Stop by our office at 4608 Harrison Road in Fredericksburg, Monday through Friday, 9:00 AM to 5:00 PM, book a payroll consultation online, or call (540) 479-1500.
Frequently asked questions
What payroll system do you use?
We process payroll through ADP, which handles direct deposit and pay stubs for your employees, and we coordinate the tax side and your bookkeeping so everything ties out.
Can you take over payroll in the middle of the year?
Yes. We will need your year-to-date payroll records so wages and withholding carry over correctly, and the switch is easiest at the start of a quarter. Call us to plan the timing.
What payroll tax forms does a Virginia employer file?
Most employers file federal Form 941 quarterly and Form 940 annually, Virginia withholding returns on the schedule Virginia Tax assigns plus the annual Form VA-6, quarterly unemployment reports with the Virginia Employment Commission, and W-2s each January.
Do I have to report new hires in Virginia?
Yes. Virginia employers must report newly hired and rehired employees to the Virginia New Hire Reporting Center within 20 days of the employee's start date. Independent contractors must be reported too.
As an S corporation owner, do I need to be on payroll?
Generally, S corporation owners who work in the business are expected to pay themselves a reasonable salary through payroll. We can set that up and coordinate it with your tax planning.
Want a professional to handle it?
Book an appointment with Timeless Tax & Accounting. We prepare federal and state returns for individuals, families, businesses and corporations across Virginia and in other states, in English or Arabic.
Sources
- IRS — Employment tax due dates
- IRS — Instructions for Forms 1099-MISC and 1099-NEC
- Virginia Tax — Withholding tax
- Virginia Employment Commission — Filing unemployment taxes
- Virginia DSS — Reporting new hires in Virginia
- Code of Virginia § 63.2-1946 — Virginia New Hire Reporting Center
- USCIS — Completing Section 2 of Form I-9
This page is general information, not tax, legal or financial advice for your specific situation. Tax rules change often — talk with a professional before acting.
