Reporting Fundamentals - Virginia New Hire Reporting Center
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Reporting Fundamentals

Electronic Reporting: The fastest, easiest way to report, save time, save money...report electronically! We can help you.

Multistate Reporting: Doing business with employees in more than one state? Learn about important options and how to meet your reporting requirements.

Why is new hire reporting required?

In 1996, Congress enacted a law called the "Personal Responsibility and Work Opportunity Reconciliation Act," or PRWORA, as part of Welfare Reform. This legislation created the requirement for employers in all 50 states to report their new hires and re-hires to a state directory.

New hire reporting speeds up the child support income withholding order process, expedites collection of child support from parents who change jobs frequently, and quickly locates non-custodial parents to help in establishing paternity and child support orders. New hire reporting helps children receive the support they deserve. Employers serve as key partners in ensuring financial stability for many children and families and should take pride in their role.

For more information on this law, please visit our Frequently Asked Questions.

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Who is required to report?

Employers and/or labor organizations doing business in the State of Virginia must report the following employees:

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What do I have to report?

Required Employee Information

Required Employer Information

Employee's Full Name
(please identify first, middle, and last name)

Employer's Name (please use corporate name)

Employee's Address

Employer's Address (please provide address where Income Withholding Orders should be sent)

Employee's Social Security Number

Employer's Federal Employer Identification Number (FEIN). If you have more than one FEIN, please make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.

Employee's Date of Hire

 


Optional Employee Information

Optional Employer Information

Employee's Date of Birth

Employer's Phone #

Employee's Availability of Medical Benefits

Employer's Fax #

 

Employer's Email Address

 

Employer Contact Name

View questions about Multistate employers.

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When do I have to report?

The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C. 653A and the Virginia Statute 63.2-1946 requires all employers to submit their new hire reports within 20 days after the employee is hired or re-hired or returns to work. Employers who submit reports magnetically or electronically shall submit the reports in two monthly transmissions not more than sixteen days apart.

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How do I report new hires?

The Virginia New Hire Reporting Center offers many options to help make new hire reporting simple and easy for employers. The options available are listed below.

Electronic Reporting Non-Electronic Reporting Other Reporting Methods

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Where do I report new hires?

Electronic Reports - Utilizing our Web site's online reporting feature is a very popular option for employers. This feature provides printable confirmation of reports received, and is conveniently available 24 hours a day, 7 days a week.

Employers can send new hire data files in a variety of ways, including transferring files through the Web site or through internet connection using File Transfer Protocol (FTP). Employers can also mail reports directly to us on diskette. Learn more about electronic reporting.

Non-Electronic Reports - Paper new hire reports may either be faxed or mailed to our New Hire Reporting Center.

Please call the Virginia New Hire Reporting Center toll-free at (800) 979-9014 for any questions regarding the new hire reporting process. Our help desk staff are available to answer your questions Monday through Friday from 8:00 AM to 5:00 PM EST.

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