Virginia PayStub Laws & Compliance Guide 2024
Before issuing pay stubs to employees and contractors in Virginia, it's essential to understand the pertinent laws and regulations.
This resource outlines the key guidelines for employers regarding payroll management and pay stub provision in the state.
Pay stub regulations in Virginia
1. Are pay stubs required by law in Virginia?
Employers in Virginia must provide their employees with pay stubs every payday.
2. How often do you need a pay stub in Virginia?
You will need to pay your exempt employees at least monthly. As pay stubs are mandatory in Virginia, you will need to provide pay stubs every time you pay your employees.
3. What information can be included on a pay stub in Virginia ?
The following information must be included in employee pay stubs:
- Gross wages earned by the employee
- The amount and purpose of any deductions made.
4. Does Virginia have a state income tax?
Yes, state income taxes are applicable to employees in the state of Virginia.
5. Are there any other taxes applicable to Virginia?
No. There are no local taxes in addition to federal and state income taxes applicable to employees in the state of Virginia.
Information needed to generate pay stubs
To provide employees with accurate pay stubs, the information below is required.
- The employee's exemption status from state withholding
- Information such as age and blindness exemptions, personal exemptions, and additional state withholding amount.
Virginia wage and hour laws
Virginia wage and hour regulations mandate that employers must ensure non-exempt employees receive minimum wage, overtime compensation, meal and rest periods, and accrued paid time-off benefits.
The law covers the following aspects.
Minimum wage
Virginia law mandates that employers compensate employees with at least the specified minimum hourly wage as prescribed by legislation.
In 2024, the hourly minimum wage in Virginia will be $12.00.
Overtime pay
In Virginia, overtime regulations are mainly governed by the federal Fair Labor Standards Act (FLSA), as the state has no overtime law. Under the FLSA, non-exempt employees are eligible for overtime pay when they exceed 40 hours of work in a given workweek.
Overtime pay must amount to at least 1.5 times the employee's regular rate of pay for each hour worked beyond the standard 40-hour threshold.
Meal break and rest break
In Virginia, employers are not mandated by state law to offer meal breaks and rest breaks.
Paid time off and leave
In Virginia, employers must offer employees both mandatory and optional leave benefits.
| Required Leave | Non-Required leave |
|---|---|
| Unpaid | Paid or Unpaid |
| Employers might need to offer employees unpaid medical leave under the Family and Medical Leave Act or other federal regulations. | Employers aren't obligated to offer paid or unpaid sick leave, except for home healthcare workers who work an average of at least 20 hours per week or 90 hours per month, who must be provided with paid sick leave |
| Jury Duty leave | Bereavement leave |
| Holiday leave | |
| Voting leave | |
| Vacation leave |
Virginia state payroll taxes 2024
In Virginia, payroll taxes fall into the following categories:
- Virginia Personal Income Tax(PIT)
- Virginia State Unemployment Insurance (UI) tax
Virginia Personal Income Tax(PIT)
In Virginia, the state tax structure comprises four brackets (2.00%, 3.00%, 5.00%, and 5.75%), which are assigned based on an individual's income level and filing status, such as Single, Married Filing Jointly, Married Filing Separately, and Head of Household.
Virginia State Unemployment Insurance (UI) tax
The State Unemployment Tax Act (SUTA) was implemented to support individuals experiencing unemployment by providing them with unemployment benefits. This initiative allows states to collect funds, which are then used to administer unemployment insurance benefits for those without employment.
The SUTA rates vary between 0.10% to 6.20%, with a consistent taxable wage base of $8,000.
Virginia tax filing 2024
- Report of New Employees
- Report of Independent Contractors
- Filing a Quarterly tax Report(form FC 20-21)
- Filing individual income tax
Report of New Employees
In Virginia, employers must report new hires to the VirginiaNew Hire Reporting Center within 20 days of their employment start date, which can be done by submitting Form W-4.
Report of Independent Contractors
In Virginia, employers are obligated to report new hire contractors to the Virginia New Hire Reporting Center within 20 days of their employment commencement.
How to report employees and Contractors new hire in Virginia ?
You can use any of the following options to report new hiring.
| Online | Fax | |
|---|---|---|
| Employees and Contractors New Hire Report | Address Information: Virginia New Hire Reporting Center P.O. Box 3757 Trenton, NJ 08619 Public Phone: 800-979-9014 | Fax 1: 800-349-9146 |
Filing a Quarterly tax Report(form FC 20-21)
Under Virginia Unemployment Law, most employers are obligated to pay unemployment taxes and submit quarterly tax reports. These reports must adhere to specific filing deadlines set by the state.
| Reporting Period | Due Date |
|---|---|
| Quarter 1 | April 30, 2024 |
| Quarter 2 | July 31, 2024 |
| Quarter 3 | October 31, 2024 |
| Quarter 4 | January 31, 2025 |
Virginia law imposes a $100 late filing penalty on employers who fail to submit their quarterly reports on time. This penalty applies to state, political subdivision, and newly covered employers. However, no penalty is levied for quarters with no wage payments. Interest accrues regardless of penalty imposition.
Filing individual income tax
For most individuals, the deadline for filing tax returns is May 1st. Fiscal year filers must submit their returns by the 15th day of the 4th month after the conclusion of their fiscal year. If the due date falls on a Saturday, Sunday, or holiday, filing can be done on the next business day without incurring any penalties.
Have all the information handy?
With SecurePayStubs, you can calculate accurate federal and Virginia state taxes for your employees and generate pay stubs securely.
Processing payroll manually is complex
As a business owner who runs payroll manually, you will need to keep up with ever-changing payroll laws. You already have a lot on your plate and you might not want to get into the complex process of pay stub generation.
Generate pay stubs swiftly for your employees and independent contractors, ensuring precise federal and Virginia state tax calculations, all within 2 minutes using SecurePayStubs' online paystub generator. Enter the basic employee and employer information, select a pay stub template for free, and let SecurePayStubs calculate the applicable payroll taxes accurately.
Spend less time generating pay stubs and more on your business growth.
This article has been updated from its original publication date of March 28, 2024.