| The Virginia State Agency that oversees the | | | | the web at |
| collection and reporting of State income taxes | | | | Virginia does not allow compulsory direct deposit |
| deducted from payroll checks is: | | | | Virginia requires the following information on an |
| Department of Taxation | | | | employee's pay stub: |
| Division of Income Tax Withholding | | | | - Gross and Net Earnings |
| P.O. Box 27264 | | | | - straight time and overtime pay |
| Richmond, VA 23261-7264 | | | | - hours worked |
| (804) 367-8037 | | | | - purpose of deductions (upon request) |
| Virginia requires that you use Virginia form "VA-4, | | | | - itemized deductions |
| Employee's Virginia Income Tax Withholding | | | | Virginia requires that employee be paid no less |
| Exemption Certificate" instead of a Federal W-4 | | | | often than monthly- salaried employees and |
| Form for Virginia State Income Tax Withholding. | | | | hourly employees earning 150% of state's |
| Not all states allow salary reductions made under | | | | average weekly wage, if they agree; semimonthly |
| Section 125 cafeteria plans or 401(k) to be | | | | or biweekly-hourly employees. |
| treated in the same manner as the IRS code | | | | In Virginia there are no statutory requirements |
| allows. In Virginia cafeteria plans are not taxable | | | | concerning the lag time between when the |
| for income tax calculation; not taxable for | | | | services are performed and when the employee |
| unemployment insurance purposes. 401(k) plan | | | | must be paid. |
| deferrals are not taxable for income taxes; | | | | Virginia payroll law requires that involuntarily |
| taxable for unemployment purposes. | | | | terminated employees must be paid their final pay |
| In Virginia supplemental wages are required to be | | | | by their next regular payday and that voluntarily |
| aggregated for the state income tax withholding | | | | terminated employees must be paid their final pay |
| calculation. | | | | by the next regular payday. |
| You must file your Virginia state W-2s by | | | | Deceased employee's wages of $15,000 must be |
| magnetic media if you are have at least 250 | | | | paid to the surviving spouse; if none, distributees |
| employees and are required to file your federal | | | | no less than 60 days after death; no qualification |
| W-2s by magnetic media. | | | | of estate. |
| The Virginia State Unemployment Insurance | | | | Escheat laws in Virginia require that unclaimed |
| Agency is: | | | | wages be paid over to the state after one year. |
| Virginia Employment Commission | | | | The employer is further required in Virginia to |
| Liability Section | | | | keep a record of the wages abandoned and |
| P.O. Box 1358 | | | | turned over to the state for a period of 5 years. |
| Richmond, VA 23218 | | | | There is no provision in Virginia law concerning tip |
| (804) 786-1485 | | | | credits against State minimum wage. |
| The State of Virginia taxable wage base for | | | | In Virginia the payroll laws covering mandatory |
| unemployment purposes is wages up to $8000.00. | | | | rest or meal breaks are only that minors under 16 |
| Virginia requires Magnetic media reporting of | | | | must have 30 minutes rest after five hours of |
| quarterly wage reporting if the employer has at | | | | work. |
| least 250 employees that they are reporting that | | | | There is no provision in Virginia law concerning |
| quarter. | | | | record retention of wage and hour records |
| Unemployment records must be retained in | | | | therefore it is probably wise to follow FLSA |
| Virginia for a minimum period of four years. This | | | | guidelines. |
| information generally includes: name; social security | | | | The Virginia agency charged with enforcing Child |
| number; dates of hire, rehire and termination; | | | | Support Orders and laws is: |
| wages by period; payroll pay periods and pay | | | | Division of Child Support Enforcement |
| dates; date and circumstances of termination. | | | | Department of Social Services |
| The Virginia State Agency charged with enforcing | | | | 730 E. Broad St. |
| the state wage and hour laws is: | | | | Richmond, VA 23219 |
| Department of Labor and Industry | | | | (804) 692-1900 |
| Labor and Employment Law Division | | | | * |
| 13 South 13th St. | | | | Virginia has the following provisions for child |
| Richmond, VA 23219 | | | | support deductions: |
| (804) 371-2327 | | | | - When to start Withholding? Next payday after |
| The minimum wage in Virginia is $5.15 per hour. | | | | service. |
| There is also no general provision in Virginia State | | | | - When to send Payment? Within 4 days of |
| Law covering paying overtime in a non-FLSA | | | | Payday if EFT is used. |
| covered employer. | | | | - When to send Termination Notice? "Promptly" |
| Virginia State new hire reporting requirements are | | | | - Maximum Administrative Fee? $5 per payment. |
| that every employer must report every new hire | | | | - Withholding Limits? Federal Rules under CCPA. |
| and rehire. The employer must report the | | | | Please note that this article is not updated for |
| federally required elements of: | | | | changes that can and will happen from time to |
| - Employee's name | | | | time. |
| - Employee's address | | | | Charles J. Read, CPA has been in the payroll, |
| - Employee's social security number | | | | accounting and tax business for 30 years,the last |
| - Employer's name | | | | fifteen in private practice. Mr. Read is the author |
| - Employers address | | | | of "Tax and Accounting Issuesin Forming a New |
| - Employer's Federal Employer Identification | | | | Business." |
| Number (EIN) | | | | To find professional payroll services at a budget |
| This information must be reported within 20 days | | | | price go to paperless payroll company. |
| of the hiring or rehiring. | | | | For a full service payroll bureau with CPA's on |
| The information can be sent as a W4 or | | | | staff visit . |
| equivalent by mail, fax or electronically. | | | | See an excerpt of Mr. Read's interviews from |
| There is no penalty for a late report in Virginia. | | | | William Shatner's "Heartbeat of America"television |
| The Virginia new hire-reporting agency can be | | | | show on the web sites linked above. |
| reached at 800-979-9014 or 804-771-9733 or on | | | | |