Virginia · payroll compliance · 2026
Virginia new hire reporting deadline.
Report each new or rehired Virginia employee within 20 days. Here is where to file, what to include and how contractors are treated.
A reference page, not legal advice
This page summarizes the HHS Office of Child Support Services state directory as read on November 2, 2026. States update their entries on their own schedule, so confirm the deadline and format on the Virginia portal before relying on it. Nothing you type leaves your browser.
At a glance
- Deadline: 20 daysSame as the federal 20 days.
- Contractors: requiredPer the directory entry updated 05/02/2025.
- Phone: 800-979-9014 (extension 2)Virginia New Hire Reporting Center.
The Virginia deadline
Virginia employers have 20 days to report a new or rehired employee. The HHS state directory prints the Virginia timeframe as: “All employers with business operations in the State of Virginia are required to report all newly hired or rehired employees who live or work in Virginia within twenty (20) days of the employees' first day on the job. State and federal laws require employers to report paid individuals regardless of whether the individuals are considered employees by federal tax code standards. 63.2-1946.” (Va. Code 63.2-1946). Virginia prints 20 days, the same as the federal rule. In the HHS directory, 9 of 54 entries print a shorter deadline, and Virginia is not one of them.
The state's own page agrees. Virginia Code 63.2-1946 (subsection C), read November 2, 2026: “Each employing unit shall submit information concerning each newly hired employee to the Center within 20 days of the employment, as defined in 60.2-212, of the newly hired employee.”
The report goes to the state directory of new hires, which feeds the National Directory of New Hires that child support agencies use to locate a parent who owes support. It is separate from the employee's W-4 and I-9 and from any unemployment filing.
Worked example (hypothetical)
An employee first performs services for pay in Virginia on Monday, November 2, 2026. Counting 20 calendar days from that date, the report is due by Sunday, November 22, 2026. The directory does not say what happens when the last day falls on a weekend or holiday, so treat the date as fixed and file the same week you set up payroll.
What to report
HHS says federal law requires these seven data elements for every new or rehired employee:
- Employee's name
- Employee's address
- Social Security number
- Date of hire (the date the employee first performs services for pay)
- Employer's name
- Employer's address
- Federal Employer Identification Number (FEIN)
Some states require more. Check the Virginia entry in the directory for any extra fields before you build the submission.
Independent contractors
The directory answers the contractor question for Virginia this way: “Yes, 23VAC10-500-130, Va. Code 63.2-1946 and 60.2-212.” Treat qualifying contractors as reportable on the same kind of schedule, and read the entry in full for the dollar trigger.
Where and how to file
The directory lists Virginia New Hire Reporting Center as the receiving office. Portal: https://va-newhire.com/. Public phone: 800-979-9014 (extension 2). Methods named in the directory: online reporting, electronic reporting, mail, fax.
Common mistakes
- Counting from the offer or signing date. HHS defines the date of hire as the date the employee first performs services for pay.
- Reporting to the employer's state instead of the employee's. HHS says to report to the state where the employee works.
- Treating a rehire as routine. Rehires are reported too.
- Assuming other states' deadlines apply. A 20-day habit is wrong in the 9 jurisdictions that print less, including Georgia at 10 days. Use the schedule of the state where the employee works.
Frequently asked questions
What is the new hire reporting deadline in Virginia?
Virginia prints "All employers with business operations in the State of Virginia are required to report all newly hired or rehired employees who live or work in Virginia within twenty (20) days of the employees' first day on the job. State and federal laws require employers to report paid individuals regardless of whether the individuals are considered employees by federal tax code standards. 63.2-1946." in the HHS state directory (entry updated 05/02/2025). That is 20 days. The federal rule is 20 days.
Does the Virginia agency itself say 20 days?
Yes. Virginia Code 63.2-1946 (subsection C), read November 2, 2026: "Each employing unit shall submit information concerning each newly hired employee to the Center within 20 days of the employment, as defined in 60.2-212, of the newly hired employee."
Where do I report a new hire in Virginia?
To Virginia New Hire Reporting Center. The directory lists https://va-newhire.com/ and a public phone of 800-979-9014 (extension 2). Accepted methods per the directory: online reporting, electronic reporting, mail, fax.
Does Virginia require independent contractor reporting?
Yes. The directory entry reads: "Yes, 23VAC10-500-130, Va. Code 63.2-1946 and 60.2-212."
What information must I report for a new hire?
Federal law requires seven data elements: the employee's name, address, Social Security number and date of hire, and the employer's name, address and federal employer identification number. Check the Virginia entry in the HHS directory for any additional fields the state asks for.
What counts as the date of hire in Virginia?
HHS defines the date of hire as the date the employee first performs services for pay. Virginia words its deadline as: "All employers with business operations in the State of Virginia are required to report all newly hired or rehired employees who live or work in Virginia within twenty (20) days of the employees' first day on the job. State and federal laws require employers to report paid individuals regardless of whether the individuals are considered employees by federal tax code standards. 63.2-1946." Count from the day work starts, not the offer or signing date.
Do I report to Virginia if my employee works in another state?
HHS says to report to the state where the new employee works. A hire who works in another state is reported to that state on its schedule. An employer with employees in more than one state can instead choose one state and report all hires there, which requires registering with HHS first.
Sources
Read November 2, 2026. Figures on this page come from these pages and no others.
- HHS Office of Child Support Services, State Contact and Program Information: State New Hire Reporting (PDF) — the Virginia entry: reporting timeframe, contact details, methods, contractor rule (entry updated 05/02/2025)
- HHS Office of Child Support Services, New Hire Reporting — the 20-day federal rule, the seven required data elements, and the multistate employer options
- Virginia Code 63.2-1946 (subsection C) — the state's own statement of the deadline
- Virginia New Hire Reporting Center — the reporting portal the directory lists for Virginia; open it to file or to confirm current rules