West Virginia new hire reporting
West Virginia New Hire Reporting Center
Deadline: Within 14 days after the employee is hired, rehired or returns to work (W. Va. Code § 48-18-125). Shorter than the federal 20 days.
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 West 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
- Employer contact name and phone number
How to file
Open WV reporting site ↗Methods: Online · Electronic file · Mobile app · Fax · Mail
- Phone
- 877-625-4669
- Fax
- 877-625-4675
- West Virginia New Hire Reporting Center, P.O. Box 2998, Trenton, NJ 08690
Independent contractors
Contractors must be reported ($2,500+/year)Report independent contractors within 14 days of the earlier of first paying, or contracting to pay, $2,500 or more in a year.
Rehires & recalls
Report every rehire or recall — West Virginia counts anyone previously employed and separated, with no minimum gap.
Penalty
Up to $25 per failure to report; up to $500 if employer and employee conspired (W. Va. Code § 48-18-125(h))