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Virginia New Hire Reporting Requirements (2026)

Last updated: 2026-10-12 · Virginia's rules were checked against the state's own site and the federal OCSE reference guide on 2026-10-12

Virginia employers must report every new or rehired employee to the Virginia New Hire Reporting Center within 20 days of the employee's first day on the job (Va. Code § 63.2-1946). That matches the federal 20-day limit. Independent contractors must be reported too. Besides the 7 federal data elements, Virginia requires 1 more item.

Deadline
20 days
same as federal
Report contractors?
Yes
Rehire rule
60+ days gone
federal rule
Extra required data
1 item
beyond the federal 7

Virginia new hire reporting rules

Virginia new hire reporting

Virginia New Hire Reporting Center

20
days

Deadline: Within 20 days of the employee's first day on the job (Va. Code § 63.2-1946).

Electronic filers may instead send twice-monthly transmissions 12–16 days apart. The source doesn't say business or calendar days — count calendar days to be safe.

What to report

7 federal data elements (every state)
  • Employee name
  • Employee address
  • Employee Social Security number
  • Date of hire (first day the employee performed services for pay)
  • Employer name
  • Employer address
  • Employer FEIN (same FEIN used for quarterly wage reports)

Plus Virginia requires:

  • Employer address where income withholding orders should be sent

Only in some cases:

  • State of hire (state where the employee works) — if reporting as a multistate employer

Optional (requested, not required):

  • Employee date of birth
  • Medical benefits available?
  • Employer contact name and phone number

How to file

Open VA reporting site ↗

Methods: Online · Electronic file · Fax · Mail

Phone
800-979-9014 (ext. 2)
Fax
800-349-9146
Mail
Virginia New Hire Reporting Center, P.O. Box 3449, Trenton, NJ 08619

Official VA requirements page

Independent contractors

Contractors must be reported

Since July 1, 2020, report each new independent contractor within 20 days of the start of the contract (including one paid again after 60+ days without payments). No dollar threshold is stated.

Rehires & recalls

Report employees returning after 60 days of layoff, furlough, separation or unpaid leave.

Penalty

No state amount published. Federal law caps any state penalty at $25 per failure; $500 if the failure results from an employer–employee conspiracy.

When is my Virginia report due?

Enter the first day of paid work to get the due date (with a calendar reminder), check whether a returning worker counts as a rehire, or fill in a Virginia report worksheet and download it as a PDF. Everything runs in your browser; employee details are never saved.

What goes on a Virginia new hire report

Federal data elements (every state)

  • Employee name
  • Employee address
  • Employee Social Security number
  • Date of hire (first day the employee performed services for pay)
  • Employer name
  • Employer address
  • Employer FEIN (same FEIN used for quarterly wage reports)

Added by Virginia

  • Employer address where income withholding orders should be sent

Only in some cases: State of hire (state where the employee works) — if reporting as a multistate employer.

Requested but optional: Employee date of birth; Medical benefits available?; Employer contact name and phone number.

Most states accept a copy of the employee's Form W-4 with the employer name, address and FEIN filled in, as long as any extra Virginia fields are added. Use the same FEIN you put on your quarterly wage reports.

How Virginia compares

  • Deadline: Virginia uses the federal 20-day limit, like 41 other states and DC. 9 states are stricter, with 7, 10, 14 and 15-day deadlines.
  • Contractors: Virginia is one of 17 states that require independent contractors to be reported.
  • Rehires: Uses the federal rule: report a returning worker who was gone at least 60 consecutive days.
  • Multistate employers can instead report every new hire electronically to a single state where they have employees after registering with HHS (Multistate Employer Registry).

Related for Virginia employers: Virginia payroll taxes & SUTA rate · Virginia payday & final paycheck rules · Virginia minimum wage · payroll setup checklist

Virginia new hire reporting FAQ

How long do I have to report a new hire in Virginia?

Within 20 days of the employee's first day on the job (Va. Code § 63.2-1946). That matches the federal 20-day limit. Employers that report electronically may instead send twice-monthly transmissions 12 to 16 days apart. The date of hire is the first day the employee performs services for pay. The state's source doesn't say business or calendar days, so count calendar days to be safe.

Do I have to report independent contractors in Virginia?

Since July 1, 2020, report each new independent contractor within 20 days of the start of the contract (including one paid again after 60+ days without payments). No dollar threshold is stated.

Do I need to report rehired employees in Virginia?

Report employees returning after 60 days of layoff, furlough, separation or unpaid leave.

What information goes on a Virginia new hire report?

Every report needs the seven federal data elements: the employee's name, address, Social Security number and date of hire, and the employer's name, address and FEIN. Virginia also requires: Employer address where income withholding orders should be sent. Only in some cases: State of hire (state where the employee works) — if reporting as a multistate employer.

How do I report a new hire in Virginia?

Accepted methods: Online; Electronic file; Fax; Mail. Reports go to the Virginia New Hire Reporting Center.

What is the penalty for not reporting a new hire in Virginia?

Virginia doesn't publish its own penalty amount. Federal law caps any state penalty at $25 per failure; $500 if the failure results from an employer–employee conspiracy. A late report is still required.

I have employees in Virginia and other states. Where do I report?

Report each employee to the state where they work, following that state's rules, or register with HHS as a multistate employer and send all new hire reports electronically to one state where you have employees. Multistate employers that pick Virginia follow Virginia's rules for everyone and must include each employee's state of hire.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

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General information, not legal advice. Confirm current requirements with the Virginia New Hire Reporting Center before relying on them.