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?
- Who is required to report?
- What do I have to report?
- When do I have to report?
- How do I report new hires?
- Where do I report new hires?
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.
Employers and/or labor organizations doing business in the State of Virginia must report the following employees:
- New employees: Employers must report all employees who reside or work in the State of Virginia to whom the employer anticipates paying earnings. Employees must be reported even if they work only one day and are terminated (prior to the employer fulfilling the new hire reporting requirement).
- Rehires or Reinstated employees: Employers must report rehires. This includes teachers, substitutes, seasonal workers, etc. or employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment after 60 days.
- Temporary employees: Temporary agencies are responsible for reporting any employee who they hire to report for an assignment. Employees need to be reported only once; they do not need to be re-reported each time they report to a new client. They do need to be reported as a re-hire if the worker has a break in service or gap in wages.
- Independent contractors: Employers that contract with an independent contractor shall submit information concerning each new independent contractor to the Center within 20 days of the start of the contract. "Independent contractor" means an independent contractor who (i) has not previously had a contract with the employer or (ii) had previously entered into a contract and has received a payment after receiving no payments for at least 60 consecutive days.
- Employee/Contractor Full Name (please identify first, middle, and last name)
- Employee/Contractor Address
- Employee/Contractor Social Security Number
- Employee/Contractor Date of Hire
- Employer's Name (please use corporate name)
- Employer's Address (please provide address where Income Withholding Orders should be sent)
- 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/Contractor Date of Birth
- Employee/Contractor Availability of Medical Benefits
- Employer's Phone #
- Employer's Fax #
- Employer's Email Address
- Employer Contact Name
View questions about Multistate employers.
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.
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
- Electronic Reports -This feature provides printable confirmation of reports received and is conveniently
available 24 hours a day, 7 days a week. Register here and start reporting.
Already registered? Log in to report your new hires over the internet. - Create your own Electronic New Hire Reports - Get detailed instructions and electronic data transmission methods for creating electronic new hire reports.
- Printed List: If your software is unable to export your new hire information in our electronic format,
you might be able to have your software create a printed list containing your new hire data. The printed list
should contain all of the required information on the New Hire Reporting Form, be created using at least a
10-point font size, and have the employer's name, Federal Employer Identification Number, and address clearly
displayed at the top of the report.
-OR- - New Hire Reporting Form: (download form). You may download, print,
fill out, and fax or mail us a New Hire Reporting Form.
-OR- - W-4 Form: If you choose to submit a W-4 form as a new hire report, please ensure that each W-4 is easily readable and has the employer's name, Federal Employer Identification Number, and address written at the top of each form.
- Payroll Service: If you use a payroll or accounting service, consider asking the service to report your new hires for you. Leading payroll services are already electronically reporting new hires for thousands of employers.
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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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