Government of the Virgin Islands of the United States

Department of Labor

New Hire Reporting

The Personal Responsibility and Work Opportunity Reconciliation Act of 1996  (commonly known as the Federal Welfare Reform Act) requires that employers submit information on new employees within 20 days of hire. The purpose of this section of the law is to compile a Virgin Islands and a National New Hire Directory that can be used to identify individuals who are in arrears in their child support payments. The Virgin Islands identified the Department of Labor as the entity that must maintain the local directory. This directory was initiated October 1, 1998. Please review the FAQ's listed below.

  1. Why is new hire reporting required?
  2. When do I have to report?
  3. What do I have to report?
  4. Who is required to report?
  5. How do I report new hires?

Answers:

  1. Why is new hire reporting required?
  2. According to Title 16, Chapter 13, Subchapter I, Section 378(g) of the Virgin Islands Code, there is a penalty for failure to report your new hires, and also because employers are essential in helping increase child support and reduce taxpayer burden. New Hire reporting helps locate parents, which increases the likelihood of regular child support payments. Reporting your new hires also benefits taxpayers by reducing fraud in Worker's Compensation, Unemployment, and Welfare benefits.

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  3. When Do I have to Report?
  4. · Prompt reporting is vital to our success.
    · New hires must be reported within 20 days of hire
    · If you report New Hires from multiple Islands, you must report at least twice a month (if you have new employees to report), 12 to 16 days apart.

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  5. What do I have to report?
  6. 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) (Please note: without the FEIN, reports cannot be processed. Use the same FEIN that is used to report employee's quarterly wages.)
    Employee's date of hire  
    Employee's place of hire
    (only if reporting as a Multi-island employer)
     

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  7. Who is required to report?
  8. Employers and/or labor organizations doing business in the Virgin Islands must report the following employees:

    New employees: Employers must report all employees who reside or work in the Virgin Islands to whom the employer anticipates paying earnings. Employees should be reported even if they work only one day and are terminated (prior to the employer fulfilling the new hire reporting requirement).

    Re-hires or Re-called employees: Employers must report rehires, or employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment. Employers must also report any employee who remains on the payroll during a break in service or gap in pay, and then returns to work. This includes teachers, substitutes, seasonal workers, etc.

    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 rehire if the worker has a break in service or gap in wages from your company.

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  9. How do I Report?
  10. There are three ways employers can report.

    1. Employers can use our web site to report their new hires online. Click here to view the online reporting form.
    2. Employers can print the New Hire form and fax it to (340) 777-4803.(Adobe Acrobat required)
    3. Contact the Bureau of Labor Statistics. BLS is located on St. Thomas. Our regular hours are from 8:00 am to 5:00 pm, Monday through Friday. Please visit our Contact page via the link below for detailed location information or send mail to lspringette@vibls.gov with questions or comments about the content of this web page.
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If you have any questions, please call the New Hire Directory Hotline at (340)776-3700 extension 2046.

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