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Use the Avalara Returns Filing Calendar

This article applies to:Avalara Returns

If Avalara is filing your sales tax returns for you, use the online Returns filing calendar to tell Avalara where to file, which forms to submit, and your filing frequency.

Add new filing calendars by the 25th of the month of your first tax period. For example, add a new calendar by January 25th for your January return, which is filed in February. This allows Avalara time to validate your information and build your liability worksheet.

If you're adding a new filing calendar after implementation, add a new filing calendar on the last day of the month prior to the first filing month.

Submit any changes to existing filing calendars by the 25th of the month previous to the one in which the changes will occur. For example, if your filing frequency changes in March, you need to submit an updated filing calendar by February 25th for Avalara to make the change.

Returns Timeline.png

In addition to filling out your filing calendar, you need to fill out a few other things to allow us to file for you:

PLAY-BLUE-30px.png The Online Filing Calendar

Add a new filing calendar for a tax return form

For Avalara to file taxes on your behalf, you must add nexus in a jurisdiction in AvaTax and add a new filing calendar for the corresponding tax form for that jurisdiction.

For each state or jurisdiction where you plan to file a tax return, you need to provide us with basic information about your registration with the jurisdiction. These jurisdictions should correspond to the nexus jurisdictions you entered into the system. You submit this information to us using a filing calendar.

For Avalara to file these on time, review important dates in our Returns - FAQ.

To add a new filing calendar for a tax return form:

  1. On the Tax Returns tab, select Filing Calendars from the navigation bar.
  2. Select your Company.
  3. From the Filing Calendars page, to add a new filing calendar form for your company. Click + to add a filing calendar. To select your form, click the + icon at the end of its row. Use the search fields at the top of each column to quickly narrow the list and locate your desired form.
  4. Complete the fields for the form you selected. The fields on this screen vary depending on the information that each jurisdiction requires on their forms. For each of the mandatory fields, type your tax return information.
    • Use my default Company Address is the default selection. Clear this box if you would like to type a different address to appear on the form we submit on your behalf.
    • For Filing Method, if you select Electronic, you can sign-up to e-file if you haven't already. For US state-specific information, see E-file Registration Links and Requirements.
    • Click Save.
  5. A message appears advising you that backfiling may be required if you are requesting a change to the filing frequency of the form. Click OK.

    The requested form appears in the Submitted Filing Calendar list on the Filing Calendars page. If we need additional information to process your filing calendar, we'll contact you. When we finish processing your tax forms, the form name moves to the Active Filing Calendar list on the Filing Calendars page.

  6. If you're filing more than one tax return, repeat the steps above. Enter information for each tax return that you plan to file.

View or edit your submitted filing calendar(s)

Once you've submitted a filing calendar for a specific tax form, Avalara reviews your tax return information for accuracy and completeness. If we need additional information, we'll contact you. While we're processing your tax form, the form name appears in the Submitted Filing Calendar list on the Filing Calendars page. You can view or edit the information for a specific form. (SER in a form name stands for "Simplified Electronic Return".)

If you're changing your filing frequency, review these important dates in our Returns - FAQ.

  1. On the Tax Returns tab, select Filing Calendars from the navigation bar.
  2. Select a Company.
  3. To expand the Submitted Filing Calendar list, click the + icon.
  4. Click the name of the Form you would like to view or edit. Use the search fields at the top of each column to quickly narrow the list and locate your desired form.
  5. On the Edit Filing Calendar page, view or edit the information in the fields for the selected form:
    • If you're editing information on this page, click Save to submit the new information.
    • If you're  viewing the information, click Cancel to return to the previous screen.
    • Mentioning your edits in the Notes field helps the Returns team to quickly see and address changes to your filing calendar.
  6. A message appears advising you that backfiling may be required if you are requesting a change to the filing frequency of the form. Click OK.

    The edited form appears in the Submitted Filing Calendar list on the Filing Calendars page. If we need additional information to process your filing calendar, we will contact you. We move your filing calendar to "Live" status after the current filing cycle is complete. Once complete, the form name appears in the Active Filing Calendar list on the Mange Filing Calendars page.

  7. If you're editing more than one tax return, repeat the steps above.

View, edit, or expire your active filing calendar(s)

When a filing calendar is approved, the form name appears in the Active Filing Calendar list on the Mange Filing Calendars page. You can view or edit the information for a specific form. You can also expire the filing calendar. If you expire a filing calendar, you may continue to collect taxes in that jurisdiction, but we'll no longer file returns in that jurisdiction with that form.

You can edit or expire a filing calendar between the 1stand the 10th of the month to take effect in the next filing period.

Changes you make between the 11th and the last day of the month won't take place until the following filing period.

For example:

If you expire a filing calendar on May 28th, we'll still file during the June filing period for taxes collected in the May transaction period.

However, if you expire a filing calendar on May 9th, we won't file during the June filing period for taxes collected in the May transaction period.

  1. On the Tax Returns tab, select Filing Calendars from the navigation bar.
  2. Select a Company.
  3. To expand the Active Filing Calendar list, click the + icon.
  4. Click the name of the Form you would like to view or edit. Use the search fields at the top of each column to quickly narrow the list and locate your desired form.
  5. On the Edit Filing Calendar page, you can view or edit the information in the fields, or you can Expire the filing calendar.
    • If you're editing information on this page, click Save to submit the new information. A message appears advising you that backfiling may be required if you are requesting a change to the filing frequency of the form. Click OK.
    • To expire the live filing calendar, click Expire. A message appears asking you if you want to expire the record. Click OK.
    • If you are viewing the information, click Cancel to return to the previous screen.

    Edited and expired forms appear in the Submitted Filing Calendar list on the Filing Calendars page. If we need additional information to process your filing calendar, we will contact you. We move your filing calendar to "Live" status after the current filing cycle is complete. Once complete, the form name appears in the Active Filing Calendar list on the Mange Filing Calendars page.

  6. If you're editing more than one live tax return, repeat the steps above.

Next steps

Once your filing calendar is set up, prepare for your first filing period.

When a filing calendar is approved and moved to the Active Filing Calendar list on the Mange Filing Calendars page, you're able to view the liability worksheet for the next filing period.