To complete the Virginia new hire reporting form, record the worker’s full legal name, current address, Social Security Number, and date of hire, along with your business’s legal name, address, Federal Employer Identification Number, and a contact person. Then submit it to the Virginia New Hire Reporting Center within 20 days of the start date, online at va-newhire.com, by fax to (800) 688-2680, or by mail. You can use the state’s dedicated form, a W-4 for an employee, or a W-9 for an independent contractor.
Who You Report and When
Every employer operating in Virginia reports new hires, regardless of size or industry, including private companies, government agencies, and labor organizations that function as hiring halls.1Virginia Code Commission. Virginia Code 63.2-1946 – Virginia New Hire Reporting Center; State Directory of New Hires; Reporting by Employers Temporary staffing agencies report the workers they place on assignment.2Virginia New Hire Reporting Center. Reporting Fundamentals
You have 20 days from the date employment begins for a W-2 employee, and 20 days from the contract start date for an independent contractor.1Virginia Code Commission. Virginia Code 63.2-1946 – Virginia New Hire Reporting Center; State Directory of New Hires; Reporting by Employers Report the person even if they work only one day and are terminated before you get to the paperwork.2Virginia New Hire Reporting Center. Reporting Fundamentals
The list of workers you have to report is broad. Include part-time, seasonal, and temporary employees, and teachers or substitutes on cyclical schedules.2Virginia New Hire Reporting Center. Reporting Fundamentals A returning worker counts as a new hire if they have been off your payroll for at least 60 consecutive days, whether they were laid off, furloughed, on unpaid leave, or terminated and rehired.3Virginia New Hire Reporting Center. Frequently Asked Questions If they return inside that 60-day window, you don’t need to file again. The same 60-day rule applies to a contractor who had a prior contract with you but received no payments during that stretch.4Virginia Code Commission. Virginia Code 63.2-1946 – Virginia New Hire Reporting Center; State Directory of New Hires; Reporting by Employers Independent contractor reporting has no minimum earnings threshold.1Virginia Code Commission. Virginia Code 63.2-1946 – Virginia New Hire Reporting Center; State Directory of New Hires; Reporting by Employers
What Information Goes on the Form
The form has two halves. Gather everything before you start, because gaps or unreadable entries slow the report down.
For your business, provide:
- Corporate or legal name (not a trade name or DBA).
- The address where you want income withholding orders sent. This does not have to be your headquarters. Pick the location that handles payroll or child support correspondence.3Virginia New Hire Reporting Center. Frequently Asked Questions
- Federal Employer Identification Number. If you have more than one FEIN, use the one on your quarterly wage reports.
- A contact name and phone number for questions.
For the worker, provide:
- Full legal name: first, middle, last.
- Current mailing address.
- Social Security Number, which is the primary identifier the state uses to match against open child support cases.
- Date of hire. For an employee this is the first day they performed services for wages; for a contractor it is the contract start date.2Virginia New Hire Reporting Center. Reporting Fundamentals
Which Form You Can Use
Virginia accepts three documents:
- The Virginia New Hire Reporting Form, downloadable from va-newhire.com.
- A Form W-4 for an employee. Write your business name, FEIN, and address at the top of each W-4 before submitting, since the W-4 has no employer fields.
- A Form W-9 for an independent contractor, filling the same role the W-4 does for employees.1Virginia Code Commission. Virginia Code 63.2-1946 – Virginia New Hire Reporting Center; State Directory of New Hires; Reporting by Employers
If you use a W-4 or W-9, check that every required data point is legible. A smudged SSN or a missing hire date will hold up processing.2Virginia New Hire Reporting Center. Reporting Fundamentals
How to Submit It
Online
The fastest route is the Virginia New Hire Reporting Center’s portal at va-newhire.com. Register for an account, then enter each worker manually or upload a file for multiple hires.5Virginia Department of Social Services. Reporting New Hires in Virginia The portal shows a confirmation after each submission, which is your proof of compliance.
Fax
Fax the completed form to (800) 688-2680.5Virginia Department of Social Services. Reporting New Hires in Virginia Keep the fax confirmation page as a dated record.
Send the form to:
Virginia New Hire Reporting Center
P.O. Box 2448
Richmond, VA 23218-2448
Mail is the slowest option. If you’re close to the 20-day mark, use fax or the online portal.
If You Have Workers in Other States
Employers with workers in Virginia and at least one other state have two choices. Report each worker to the state where they work under that state’s rules, or pick one state and report all of your new hires there electronically.6Virginia New Hire Reporting Center. Multi-State Reporting The single-state option requires notifying the U.S. Department of Health and Human Services of your designated state through the Office of Child Support Services multistate registration process.7Administration for Children and Families. Multistate Employer Registration Form and Instructions
Penalties for Missing the Deadline
Federal law authorizes a civil penalty of up to $25 for each new hire you fail to report on time. If the failure results from a deliberate arrangement between you and the worker to avoid reporting or to submit a false report, the penalty can reach $500.8Office of the Law Revision Counsel. 42 USC 653a – State Directory of New Hires Modest per hire, but the totals climb quickly through a busy hiring season.