Work locations for VCU employees
State regulations require employers to determine where their employees are physically located while performing their work in order to ensure that the university is in compliance with tax, unemployment and employment laws tied to each state.
Permanent address: The permanent address location is the employee's mailing address for W2, benefits and other official VCU communication. For most employees, this will be their home address.
Work address: The work address is the primary location where VCU has assigned the employee to perform their daily work. If the employee is fully remote, the work address is the address where the employee works each day.
Current physical location: Current physical location refers to where the employee is physically located when performing job-related duties. The current physical location may or may not be the same as the employee's permanent address.
- For example: If the employee is physically located in Virginia, then the physical location would be the Virginia address where the employee is located and performing work duties. Or, maybe you’re usually located in Virginia, but this year you’re working remotely at a residence in Maryland. The Maryland address will be your current physical location.
- If you are working remotely part of the week, this address refers to your remote work location.
Process
Employees will receive a quarterly email requesting review, confirmation, and/or update of their addresses. VCU Human Resources has designed a quick and efficient review and update process that will only take a few minutes to complete.
Why am I being asked to provide the address where I am currently physically located?
This information is being collected to ensure that VCU is in compliance with tax, unemployment and employment laws tied to each state.
How often will I be asked to provide this information?
Employees will receive notification to review and update their addresses once per year. However, employees are encouraged to review and update their addresses throughout the year via VCU Employee Self-Service at go.vcu.edu/ess.
What if my location changes during the year?
Employees may update their addresses anytime at the VCU Employee Self-Service portal by following these steps:
- Visit VCU Employee Self-Service portal at go.vcu.edu/ess
- Click the "My Profile" button at the top left
- Click "More Personal Information" link on the left
- Scroll to the "Addresses" section to review and update addresses
How will my address information be used?
Employee address information will be used for complying with state guidelines and regulations. In addition, university officials may use this information to contact you or provide other important university resources as needed, such as health and safety support.
What if I am working a hybrid schedule, such as 40% at home and 60% in the office?
This may be a determining factor in which taxes will require withholding. The location where 60% of the time is spent should take priority for tax purposes based on the state requirements.
Which address should I note if I work 50% at home and 50% on campus?
If the employee works 50% at home and 50% on campus in Virginia, the physical location and work address are interchangeable.
What if I am located outside of Virginia?
If the employee is located out of state, but occasionally visits campus for work, contact Payroll Services at payroll@vcu.edu to determine your correct address.
Who should I contact if I have more questions or concerns?
For questions about updating employee addresses, please contact hrsecurity@vcu.edu.