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New Hire Reporting in Alabama (AL)
Alabama
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the state’s Department of Labor as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within seven days from the date of hire or reemployment
(employers reporting electronically may report twice monthly every 12-16
days):
- Employee's name, address, social security
number, first day of work, and whether the employee was newly hired or
recalled to work.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers with five or more employees must report electronically through the Alabama New-Hire Electronic Filing System.
- Employers
with fewer than five employees may use the electronic filing system, or
they may send copies of Forms W-4 (with additional notations showing
the date the employee began work, and whether the employee was a new
hire or recall) to the Department of Labor’s New Hire Unit.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Alaska (AK)
Alaska
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the state’s Child Support Enforcement Division (CSED) as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly every 12-16 days):
- Employee's name, address, social security number, date of hire, date of birth and state of hire.
- Employer's name, address, and federal and state employer identification numbers.
How to Submit Reports
- Employers may file electronically through the myAlaska website. With the online service available for new hire reporting, CSED no longer accepts faxed information for new hires.
- Employers may also report by mailing the Alaska New Hire Reporting Form to the CSED.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Arizona (AZ)
Arizona
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly not more than 16
days apart):
- Employee’s name, address, social security number and date of hire.
- Employer’s name, address and federal identification number.
How to Submit Reports
- Employers may report electronically through the Arizona New Hire Reporting Center.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Center:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Arkansas (AR)
Arkansas
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Registry as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days of the date of hire or reemployment (employers
reporting electronically must report in two monthly transmissions
between 12-16 days apart):
- Employee's name, address, social security number and start date.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the Arkansas New Hire Registry.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Registry:
- New Hire Reporting Form;
- Form W-4; or
- A printed list containing all the required information using at least a 10-point font size.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in California (CA)
California
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the state’s New Employee Registry as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from their first day of work or reemployment
(employers reporting electronically must report twice monthly between
12-16 days apart):
- Employee's name, address, social security number, and start-of-work date.
- Employer’s
name, address, contact person and phone number, California employer
payroll tax account number, federal employer identification number, and
Branch Code (if applicable).
How to Submit Reports
- Employers can report electronically through California's e-Services for Business; or
- Employers can fax or mail Form DE 34 (or Form W-4 with certain information added) to the California Employment Development Department.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Colorado (CO)
Colorado
requires private employers to submit information regarding newly hired
employees, certain employees who are returning to work, and certain
independent contractors to the State Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (or by the
first regularly scheduled payroll following the date of hire if such
payroll is after the expiration of the 20-day period). Employers
reporting electronically must transmit twice monthly every 12-16 days.
- Employee's name, address, social security number and date of hire.
- Employer's name, address, and federal employer identification number (FEIN).
Employers
must also report independent contractors as new hires if they provide
their social security number for tax purposes. Contractors who provide
FEINs (instead of social security numbers), do not have to be reported
as new hires.
How to Submit Reports
- Employers may report electronically through the Colorado State Directory of New Hires.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the Directory of New Hires:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Delaware (DE)
Delaware
requires private employers to submit information regarding newly hired
employees and certain employees who are returning to work to the State Directory of New Hire Reporting as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or rehire (employers who
report electronically must submit reports in two monthly transmissions
not more than 16 days apart):
- Employee's name, address, social security number, date of hire, and state of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the State Directory of New Hire Reporting.
- Employers
may also mail or fax a printed list with the required information or
Form W-4 to the State Directory of New Hire Reporting.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in the District of Columbia (DC)
The
District of Columbia requires private employers to submit information
regarding newly hired employees, as well as certain employees who are
returning to work, to the Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must submit the reports twice monthly not more
than 16 days apart):
- Employee's name, address,
social security number, the date the employee first performed services
for pay, and state of hire if reporting as a multistate employer.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the Directory of New Hires.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the Directory of New Hires:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Florida (FL)
Florida
requires private employers to submit information regarding newly hired
employees, certain employees who are returning to work, and independent
contractors who are paid $600 or more in a calendar year to the Florida
New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each new employee, returning
employee or independent contractor within 20 days from the date of hire
or reemployment (employers reporting electronically must report twice
monthly between 12-16 days apart):
- Employee's
(or contractor’s) name, address, social security number (or other tax
identification number), date of hire and date of birth (if available).
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report online using the Child Support Services for Employers website or they may create their own electronic new hire reports.
- Employers may also submit one of the following paper reports which may be faxed or mailed to the New Hire Reporting Center:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Georgia (GA)
Georgia
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 10 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly not more than 16
days apart):
- Employee's name, address, social security number, date of hire, and state of hire if reporting as a multistate employer.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the Georgia New Hire Reporting Center.
- Employers may also submit one of the following paper reports by mail or fax to the New Hire Reporting Center:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Hawaii (HI)
Hawaii
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
Hawaii’s Child Support Enforcement Agency (CSEA) as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment:
- Employee's name, address, social security number and the date services for pay were first performed.
- Employer's name, address, and federal identification number.
How to Submit Reports
Employers may submit Form W-4 by mail or fax to the CSEA. Employers may also submit electronic files the CSEA in this file format. Internet transmission is currently not available.
More Information and Resources
New Hire Reporting in Idaho (ID)
Idaho requires
private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Idaho Department of Labor as follows:
Reporting Requirements
Employers must report the following information for each newly hired or rehired employee within 20 days of hire or rehire:
- Employee's name, address, social security number, and start date.
- Employer's name, address, federal identification number, and state unemployment insurance account number (unless exempt).
How to Submit Reports
- Employers are encouraged to report electronically by using Idaho’s New Hire Directory or submitting records through their Employer Portal account using this template.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the Idaho Department of Labor:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Illinois (IL)
Illinois
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Illinois Department of Employment Security as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly every 12-16 days):
- Employee's name, address, social security number, and first day of work for pay.
- Employer's name, address, and federal identification number.
Beginning Jan. 1, 2024, the duty to report new hires includes individuals under an independent contractor arrangement.
How to Submit Reports
- Employers may report electronically through the New Hire Reporting Website.
- Employers
may also submit one of the following paper reports, which may be faxed
or mailed to the Illinois Department of Employment Security:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Indiana (IN)
Indiana
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly, not more than 16
days apart):
- Employee's name, address, social security number, and date of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers are encouraged to report electronically through the New Hire Reporting Center.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Center:
- Employers
with employees in two or more states who reports electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Iowa (IA)
Iowa requires private
employers to submit information regarding newly hired employees, as well
as certain employees who are returning to work and certain independent
contractors, to the Centralized Employee Registry as follows:
Reporting Requirements
Employers
must report the following information for newly hired or rehired
employees and certain independent contractors within 15 days from the
date of hire or reemployment (employers reporting electronically must
report twice monthly every 12-16 days):
- Employee's
name, address, social security number, date of birth, start date,
worker status (employee or contractor) and availability of health care
coverage for dependents, including the approximate date on which the
employee may qualify for the coverage;
- Employer's name, address and federal identification number;
How to Submit Reports
- Employers may electronically report new employees and contractors through the Centralized Employee Registry.
- Employers
may also print new hire forms through the Centralized Employee
Registry, which can be completed and then mailed or faxed to the
Centralized Employee Registry.
- Employers with employees in two
or more states who reports electronically may designate a single state
to which all new hires can be reported after notifying the federal
Department of Health and Human Services of this designation.
More Information and Resources
New Hire Reporting in Kansas (KS)
Kansas
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Directory as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment:
- Employee's name, address, social security number and date of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through KansasEmployer.gov.
- Employers may also mail or fax Form W-4 or the New Hire Reporting Form to the New Hire Directory.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Kentucky (KY)
Kentucky
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire (employers reporting
electronically must report twice monthly not more than 16 days apart):
- Employee's name, address, social security number and date of hire.
- Employer's name, address, federal employer identification number and state employer identification number.
How to Submit Forms
- Employers may report electronically through the Kentucky New Hire Reporting Center.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Center:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Louisiana (LA)
Louisiana
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Directory of New Hires as follows:Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly every 12-16 days):
- Employee's name, address, social security number, occupation and date of hire.
- Employer's name, address, and state and federal identification numbers.
How to Submit Reports
- Employers may report electronically through the Louisiana Department of Children and Family Services.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the Directory of New Hires:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Maine (ME)
Maine requires
private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work and
independent contractors whose reimbursement for services is anticipated
to equal or exceed $2,500 in a year, to the New Hire Reporting Program
as follows:
Reporting Requirements
Employers
must report the following information for newly hired or rehired
employees and independent contractors, within 7 days from the date of
hire or reemployment:
- Employee's/contractor's name, address, social security number, date of birth, and date of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the New Hire Portal. Employers reporting more than 25 new hires must use electronic reporting.
- Employers
may submit one of the following paper reports, which may be faxed or
mailed to the Division of Support Enforcement and Recovery, New Hire
Reporting Program:
More Information and Resources
New Hire Reporting in Maryland (MD)
Maryland
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the State Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly every 12-16 days):
- Employee's
name, address, social security number, first day of work, availability
of medical benefits, salary and pay frequency.
- Employer's name, address, federal identification number and state unemployment insurance number.
How to Submit Reports
- Employers may report electronically through the State Directory of New Hires.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the State Directory of New Hires:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Massachusetts (MA)
Massachusetts
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work and
independent contractors earning at least $600 per year, to the
Massachusetts Department of Revenue as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee and for independent contractors earning at least $600 per year,
within 14 days from the date of hire or reemployment:
- Employee's/contractor's
name, address, date of employment or reinstatement, social security
number and work status (employee or independent contractor).
- Employer's name, address, and federal tax identification number.
How to Submit Reports
- Employers with 25 or more employees must file their new hire reports online through the Massachusetts Mass TaxConnect.
- Employers with fewer than 25 employees may send the New Hire Reporting Form by mail or fax to the Department of Revenue.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Michigan (MI)
Michigan
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work to the
New Hires Operation Center. Independent contractors who provide a
social security number to their employers must also be reported.
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee or independent contractor within 20 days from the date of hire
or reemployment (employers reporting electronically must report twice
monthly every 12-16 days):
- Employee's/contractor’s name, address, social security number, and date of hire.
- Employer’s name, address, and federal employer identification number.
How to Submit Reports
- Employers may report electronically by submitting reports to the New Hires Operation Center Employer Services Portal or uploading or transferring files.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hires Operation Center:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Minnesota (MN)
Minnesota
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must submit reports twice monthly not more
than 16 days apart):
- Employee's name, address, social security number, date of hire, and state of hire if reporting as a multistate employer.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the Minnesota New Hire Reporting Center.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Center:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Mississippi (MS)
Mississippi
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work to the
Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 15 business days from the date of hire or reemployment
(employers who report electronically must submit the reports in two
monthly transmissions not more than 16 days apart):
- Employee's
name, address, social security number, date of birth, date of hire,
gender, salary, payment frequency and medical insurance eligibility.
- Employer's name, address, and federal and state tax identification numbers.
How to Submit Reports
- Employers may report electronically through the Mississippi Directory of New Hires.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the state Directory of New Hires:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Missouri (MO)
Missouri
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the state’s new hire registry as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly not more than 16
days apart):
- Employee's name, address, social security number, and date of hire.
- Employer's name, address, and federal employer identification number.
How to Submit Reports
- Employers are encouraged to report electronically to the Missouri Department of Social Services through an online submission or file upload or transfer.
- Employers
may also submit one of the following paper reports, which may be faxed
or mailed to the Missouri Department of Revenue:
- The federal or state Form W-4; or
- A printed list containing all the required information.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Montana (MT)
Montana
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Program as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly every 12-16 days):
- Employee's name, address, date of hire, and social security number.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers are encouraged to report electronically through the New Hire Reporting Program.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Program:
- Employers with only a few new hires to report may do so by calling the New Hire Reporting Program.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Nebraska (NE)
Nebraska
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work and
independent contractors, to the State Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for new and rehired employees and
independent contractors, within 20 days from the date of hire or
reemployment (employers reporting electronically must report twice
monthly every 12-16 days):
- Employee's/contractor's
name, address, date of hire, social security number, and state of hire
if filing as a multistate employer.
- Employer's name, address, and federal tax identification number.
How to Submit Reports
- Employers are encouraged to report electronically through the State Directory of New Hires.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the State Directory of New Hires:
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in Nevada (NV)
Nevada
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Employment Security Division of the Nevada Department of Employment
Training and Rehabilitation (DETR) as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly):
- Employee’s name, address, social security number and start date.
- Employer’s name, address and federal identification number.
How to Submit Reports
- DETR prefers that employers report electronically through its website.
- Employers
may also submit one of the following paper reports, which may be faxed
or mailed to DETR’s Employment Security Division:
- Employers
with employees in two or more states may designate a single state to
which all new hires can be reported after notifying the federal
Department of Health and Human Services of this designation.
More Information and Resources
New Hire Reporting in New Hampshire (NH)
New
Hampshire requires private employers to submit information regarding
newly hired employees, as well as certain employees who are returning to
work and independent contractors expected to be paid over $2,500 in a
calendar year, to New Hampshire Department of Employment Security (NHES)
as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee or independent contractor within 20 days from the date of hire
or reemployment (employers reporting electronically must report twice
monthly every 12-16 days):
- Employee's/contractor's
name, address, social security number and first day of hire, work state
and type of hire (employee or contractor).
- Employer's name, address, federal identification number, and, if available, NHES employer account number.
How to Submit Reports
- Employers may file electronically through NHES’ New Hire Reporting System.
- Employers may submit one of the following paper reports, which may be faxed or mailed to NHES:
- New Hire Reporting Form;
- Form W-4 (for employees) or Form W-9 (for independent contractors);
- A form equivalent to the W-4 or W-9 which has been provided or approved by NHES.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in New Jersey (NJ)
New
Jersey requires private employers to submit information regarding newly
hired employees, as well as certain employees who are returning to work
and independent contractors, to the New Hire Directory as follows:
Reporting Requirements
Employers
must report the following information for newly hired or rehired
employees and independent contractors within 20 days from the date of
hire or reemployment (employers reporting electronically must report
twice monthly, 12-16 days apart):
- Employee's (or contractor’s) name, address, social security number, date of birth and date of hire.
- Employer's name, address and federal tax identification number.
How to Submit Reports
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in New Mexico (NM)
New
Mexico requires private employers to submit information regarding newly
hired employees, as well as certain employees who are returning to
work, to the New Hires Directory as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly not more than 16
days apart):
- Employee's name, address, social security number and date of hire.
- Employer's name, address and federal identification number.
How to Submit Reports
- Employers may report electronically through the New Mexico New Hires Directory.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hires Directory:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New York New Hire Reporting
New York requires
private employers to submit information regarding newly hired employees,
as well as certain employees who are returning to work, to the New Hire
Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 calendar days of the hiring date (if an employer
reports electronically, it must report twice monthly between 12 and 16
days apart):
- Employee name, address, social security number, and hire date.
- Employer name, address, and federal identification number.
- Whether
dependent health insurance benefits are available to the employee and
if so, the date the employee qualifies for the benefits.
Employers must also report individuals under an independent contractor arrangement with contracts in excess of $2,500.
How to Submit Reports
Employers required to report to New York should use one of the methods below to submit the new hire information:
- Employers may report electronically through the New York New Hire Online Reporting Center.
- Instead of reporting electronically, employers may submit a copy of the employee's Form IT-2104
via fax or mail to the New York State Department of Taxation and
Finance. Note than employers must report individuals under an
independent contractor arrangement with contracts in excess of $2,500
using the online reporting center, not Form IT-2104.
- Employers
with employees in two or more states who report electronically may
designate a single state to which all new hires can be reported after
notifying the federal Department of Health and Human Services of this
designation.
More Information and Resources
New Hire Reporting in North Carolina (NC)
North
Carolina requires private employers to submit information regarding
newly hired employees, as well as certain employees who are returning to
work, to the Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report twice monthly not more than 16
days apart):
- Employee's name, address, social security number, and date of hire.
- Employer's name, address, state employer identification number and federal identification number.
How to Submit Reports
- Employers may report electronically through the North Carolina State Directory of New Hires.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the Directory of New Hires:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in North Dakota (ND)
North
Dakota requires private employers to submit information regarding newly
hired employees, as well as certain employees who are returning to work,
to the State Directory of New Hires as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment:
- Employee's name, address, social security number, date of hire and whether health insurance is offered to the employee.
- Employer's name, address and federal identification number.
How to Submit Reports
- Employers may report electronically by entering information on North Dakota’s new hire reporting website
or by submitting reports using the state's web file transfer. Employers
with 25 or more employees are required to report new hires
electronically (or may request a waiver if complying with the electronic
reporting requirement will cause difficulty).
- Employers with
fewer than 25 employees may submit one of the following paper reports,
which may be faxed or mailed to the Department of Child Support:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Ohio (OH)
Ohio
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work and
independent contractors expected to be paid $2,500 per year or more, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee or independent contractor within 20 days from the date of hire
or reemployment (employers reporting electronically must report twice
monthly every 12-16 days):
- Employee's (or contractor's) name,
address, social security number or tax identification number, date of
birth and date of hire.
- Employer's name, address and federal identification number.
How to Submit Reports
- Employers may report electronically through the Ohio New Hire Reporting Center.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Center:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Oklahoma (OK)
Oklahoma
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must report at least twice monthly):
- Employee's name, address, social security number, state of hire and date employee started to work.
- Employer's name, address and federal identification number.
How to Submit Reports
- Employers may report electronically through the Oklahoma Employer New Hire Reporting System.
- Employers may alternatively submit the New Hire Reporting Form by fax or mail to the New Hire Reporting Center.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Oregon (OR)
Oregon
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Division of Child Support of the Oregon Department of Justice as
follows:
Reporting Requirements
Employers must report the
following information for each newly hired or rehired employee within 20
days from the date of hire or reemployment:
- Employee's name, address, social security number, and first day of work.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Oregon recommends that employers use the Oregon Employer Services Portal to electronically report new hires.
- Employers may opt to report new hires by faxing or mailing the New Hire Reporting Form or Form W-4 to the Division of Child Support of the Oregon Department of Justice.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Pennsylvania (PA)
Pennsylvania
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Program as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically may transmit twice monthly every 12-16 days):
- Employee's name, address, social security number, date of hire, and, for electronic submissions, state of hire.
- Employer's name, address, federal identification number, contact name and phone number.
How to Submit Reports
- Employers may report electronically through the Pennsylvania CareerLink website (New Hire Reporting Program).
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Program:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying the federal Department of Health and Human
Services of this designation.
More Information and Resources
New Hire Reporting in Rhode Island (RI)
Rhode Island requires
private employers to submit information regarding newly hired employees,
as well as certain employees who are returning to work, to the New Hire
Reporting Directory as follows:
Reporting Requirements
Employers
must report the following information for each newly hired or rehired
employee within 14 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly every 12-16 days):
- Employee's name, address, social security number, and date of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the New Hire Reporting Directory or they may create their own electronic new hire reports.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Directory:
More Information and Resources
New Hire Reporting in South Carolina (SC)
South
Carolina requires private employers to submit information regarding
newly hired employees, as well as certain employees who are returning to
work, to the New Hire Reporting Program as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly every 12-16 days):
- Employee's name, address, social security number, date of birth, and date of hire.
- Employer's name, address and federal identification number.
How to Submit Reports
- Employers may report electronically through the New Hire Reporting Program.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Program:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in South Dakota (SD)
South
Dakota requires private employers to submit information regarding newly
hired employees, as well as certain employees who are returning to
work, to the New Hire Reporting Center as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment:
- Employee's name, address, social security number, and date of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report electronically through the New Hire Reporting Center.
- Employers
may alternatively submit one of the following paper reports, which may
be faxed or mailed to the New Hire Reporting Center:
- Employers may also submit the required information by phone by calling the New Hire Reporting Center.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in Tennessee (TN)
Tennessee
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Program as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly not more than 16
days apart):
- Employee's name, address, date of hire, and social security number.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may submit electronic reports through the Tennessee New Hire Reporting Program.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Reporting Program:
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in Texas (TX)
Texas
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Texas Directory of New Hires as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment. Employers
reporting electronically must transmit twice monthly every 12-16 days:
- Employee's name, address, date of hire and social security number.
- Employer's name, address and federal employer identification number.
How to Submit Reports
- Employers may electronically report by submitting new hires online or uploading files through the Texas Child Support Employer website.
- Employers may alternatively submit one of the following paper reports, which may be faxed or mailed:
- Texas Employer New Hire Reporting Form;
- Form W-4; or
- An employer-created form that contains all the required information.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in Utah (UT)
Utah
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Registry as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly every 12-16 days):
- Employee's name, address, social security number and date of hire.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers are encouraged to submit reports electronically using CD, internet data entry or internet electronic file transfer.
- Employers may also submit one of the following paper reports, which may be faxed or mailed to the New Hire Registry:
- Employers may also submit the required information for up to three new employees by phone by calling the New Hire Registry.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in Vermont (VT)
Vermont
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the Vermont Department of Labor, as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 10 days from the date of hire or reemployment:
- Employee's name, address, social security number, and first day of employment.
- Employer's name, address, and federal identification number.
How to Submit Reports
More Information and Resources
New Hire Reporting in Virginia (VA)
Virginia
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly not more than 16
days apart):
- Employee's name, address, social security number and date of hire.
- Employer’s name, address and federal identification number.
- Employers
that contract with an independent contractor must report information
concerning each new independent contractor to the New Hire Reporting
Center within 20 days of the start of the contract.
How to Submit Reports
- Employers may report via the Internet through the Virginia New Hire Reporting Center or they may create their own electronic new hire reports.
- Employers
may also submit one of the following paper reports, which may be faxed
or mailed by first class mail to the New Hire Reporting Center:
- New Hire Reporting Form;
- Form W-4 (the employer's name, federal identification number and address must be written at the top of each form); or
- A
printed list containing all the required information using at least a
10-point font size (the employer's name, federal identification number
and address must be clearly displayed at the top of the report).
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in Washington (WA)
Washington
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Program as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or rehired
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly every 12-16 days):
- Employee's name, address, date of birth, social security number and date of hire.
- Employer's name, address and federal identification number.
How to Submit Reports
- Employers are encouraged to report electronically through Secure Access Washington (SAW).
- Employers
may alternatively submit one of the following paper reports, which may
be faxed or mailed to the New Hire Reporting Program:
- Employers may also submit the required information by phone by calling the New Hire Reporting Phone System at (800) 562-0479.
- Employers
with employees in two or more states who transmit reports
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in West Virginia (WV)
West
Virginia requires private employers to submit information regarding
newly hired employees, as well as certain employees who are returning to
work, to the New Hire Reporting Center as follows:
Reporting Requirements
Note:
West Virginia's new hire reporting requirements also apply to
independent contractors. Employers must report independent contractors
when payment for the services totals $2500 or more per year. Independent
contractors should be reported within 14 days of the earlier of first
making payments that in the aggregate equal or exceed $2500 in any year
or contracts with an independent contractor providing for payments that
in the aggregate equal or exceed $2500 in any year. For more
information, visit the West Virginia New Hire Reporting Center.
How to Submit Reports
Employers
may alternatively submit one of the following paper reports, which may
be faxed or mailed by first class mail to the New Hire Reporting Center:
Form W-4 (the employer's name, federal identification number and address must be written at the top of each form); or
A
printed list containing all the required information using at least a
10-point font size (the employer's name, federal identification number
and address must be clearly displayed at the top of the report).
Employers
with employees in two or more states who report new hires
electronically may designate a single state to which all new hires can
be reported after notifying, in writing, the federal Department of
Health and Human Services, of this designation.
More Information and Resources
New Hire Reporting in Wisconsin (WI)
Wisconsin
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or recalled
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly not more than 16
days apart):
- Employee's name, address, date of hire, social security number, and date of birth.
- Employer's name, federal employer identification number, and payroll processing address.
How to Submit Reports
- Employers may report via the Internet through the Wisconsin New Hire Reporting website or they may create their own electronic new hire reports.
- Employers
may also submit one of the following paper reports, which may be faxed
or mailed by first class mail to the New Hire Reporting Center:
- Employee's Wisconsin Withholding Exemption Certificate/ New Hire Reporting Form;
- Form
W-4 (the employer's name, federal identification number and address
must be written at the top of each form; additionally, employers must
indicate the date of hire in any available blank space on the W-4 form);
or
- A printed list containing all of the required information
using at least a 10-point font size (the employer's name, federal
identification number and address must be clearly displayed at the top
of the report).
- Employers with employees in two or
more states who transmit reports magnetically or electronically may
designate a single state to which all new hires can be reported after
notifying, in writing, the federal Department of Health and Human
Services, of this designation.
More Information and Resources
New Hire Reporting in Wyoming (WY)
Wyoming
requires private employers to submit information regarding newly hired
employees, as well as certain employees who are returning to work, to
the New Hire Reporting Center as follows:
Reporting Requirements
- Employers
must report the following information for each newly hired or recalled
employee within 20 days from the date of hire or reemployment (employers
reporting electronically must transmit twice monthly not more than 16
days apart):
- Employee's name, address, social security number, date of hire, and state of hire if reporting as a multistate employer.
- Employer's name, address, and federal identification number.
How to Submit Reports
- Employers may report via the Internet through the Wyoming New Hire Reporting Center or they may create their own electronic new hire reports.
- Employers
may also submit one of the following paper reports, which may be faxed
or mailed by first class mail to the New Hire Reporting Center:
- New Hire Reporting Form;
- Form W-4 (the employer's name, federal identification number and address must be written at the top of each form); or
- A
printed list containing all of the required information using at least a
10-point font size (the employer's name, federal identification number
and address must be clearly displayed at the top of the report).
- Employers
with employees in two or more states must report their new hires
electronically. Multistate employers may designate a single state to
which all new hires can be reported after notifying, in writing, the
federal Department of Health and Human Services, of this designation.
More Information and Resources