Virginia Mandates Detailed Paystub Disclosures and 3-Year Retention
Effective July 1, 2026, Virginia employers must provide employees with a detailed written statement for each pay period. This new requirement, part of HB 238's comprehensive wage statute restructuring, specifies the exact data points that must be included on every paystub and mandates a three-year retention period for these records.
Wage Statement Disclosure
Ensures employees receive detailed paystub information and mandates record retention.
What those rules do as a Virginia shift is created.
Teambridge automatically ensures every paystub issued for Virginia employees complies with the new disclosure and retention requirements, integrating these mandates seamlessly into your payroll operations.
Automated Paystub Generation
For every pay period, Teambridge generates a compliant wage statement that includes the employee's name, total hours worked (for hourly employees), rate of pay, gross wages earned, itemized deductions, and net wages paid. This ensures all mandated disclosures are present.
Digital Record Retention
All generated paystubs are automatically archived and securely retained for a minimum of three years, exceeding the statutory requirement. This provides easy access for audits and ensures compliance with the record-keeping mandate under HB 238.
Proactive Compliance Alerts
If any payroll entry or configuration risks non-compliance with the wage statement disclosure requirements, Teambridge flags the issue before processing, allowing for immediate correction and preventing potential violations and associated penalties.
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Virginia requires detailed paystubs and 3-year record retention.
Effective July 1, 2026, Virginia employers must provide a written wage statement to each employee for every pay period. This statement must contain specific information and these records must be retained for at least three years, as part of the significant amendments introduced by HB 238.
Virginia Code § 40.1-29.C (as amended by HB 238, effective July 1, 2026)
"Every employer shall furnish to each employee at the time of payment of wages a written statement, which may be provided electronically, showing: (i) the name of the employee; (ii) the total number of hours for which the employee was paid during the pay period, if the employee is paid on an hourly basis; (iii) the rate of pay; (iv) the gross wages earned by the employee during the pay period; (v) the itemized deductions made from the gross wages; and (vi) the net wages paid to the employee. Employers shall retain records of such statements for a period of at least three years."
Required Paystub Information
The amended Virginia Code specifies six distinct pieces of information that must be clearly presented on every wage statement. This includes basic identifying information, details of compensation, and a transparent breakdown of deductions. The "itemized deductions" clause requires a clear listing of each type of deduction (e.g., taxes, health insurance premiums, retirement contributions), not just a lump sum.
Record Retention Mandate
Beyond the disclosure itself, HB 238 introduces a mandatory three-year retention period for all wage statements. This applies to both the employer's copy and the record of the statement provided to the employee. This retention period aligns with federal FLSA recordkeeping requirements and supports potential enforcement actions under the expanded wage statute, which now includes treble damages for knowing violations.
Teambridge ensures your Virginia paystubs are always compliant.
Teambridge's platform is engineered to automatically handle the intricacies of Virginia's wage statement disclosure and retention rules, giving you peace of mind and freeing up valuable time.
Initial Configuration
During onboarding, you provide us with your payroll structure, employee classifications, and standard deductions. Teambridge configures your account to reflect Virginia-specific requirements, including hourly rates, salary structures, and tax withholdings.
Automated Statement Generation
For every pay period, as hours are logged and approved, Teambridge automatically calculates gross wages, applies itemized deductions, and determines net pay. It then generates a digital wage statement for each employee, containing all six mandated data points: employee name, total hours (if hourly), rate of pay, gross wages, itemized deductions, and net wages.
Secure Employee Portal
Employees receive their detailed wage statements securely through their Teambridge portal. The system ensures easy access to current and historical paystubs, meeting the disclosure requirement and providing employees with clear visibility into their earnings.
Automated Archiving & Compliance
All generated wage statements are automatically archived and securely stored within the Teambridge platform for a minimum of three years. This ensures that your records are always audit-ready and compliant with Virginia's retention mandate, protecting you from potential penalties.
People also ask.
What specific information must be on a Virginia paystub?
Effective July 1, 2026, Virginia paystubs must include the employee's name, total hours worked (if hourly), rate of pay, gross wages earned, itemized deductions, and net wages paid. This is mandated by Virginia Code § 40.1-29.C as amended by HB 238.
Can wage statements be provided electronically in Virginia?
Yes, Virginia Code § 40.1-29.C explicitly states that the written statement "may be provided electronically," provided the employee has access to and can print the statement.
How long do I need to retain paystub records in Virginia?
Virginia law requires employers to retain records of wage statements for a period of at least three years. This is a new mandate under HB 238, effective July 1, 2026.
What are the penalties for non-compliance with Virginia's wage statement rules?
Non-compliance can lead to significant penalties. Under the restructured wage statutes (HB 238), knowing violations can result in treble damages (three times the amount of unpaid wages or underpayments) in addition to attorney fees and litigation costs. Failing to provide proper statements can also be cited by the Department of Labor and Industry.
Does the paystub requirement apply to all employees?
Yes, the requirement applies to "each employee" for whom wages are paid, regardless of their exempt or non-exempt status. However, the requirement to list "total hours" specifically applies if the employee is paid on an hourly basis.
How does Teambridge ensure my Virginia paystubs are compliant?
Teambridge automatically generates detailed paystubs for each pay period that include all mandated information: employee name, hours (if hourly), pay rate, gross wages, itemized deductions, and net pay. It also securely archives these statements for the required three-year retention period, ensuring you're always compliant with Virginia law.