Oregon New Hire Reporting Guide for 2025

Oregon employers are required to report all newly hired employees, rehired employees, and independent contractors. Employers must know the necessary employee information to collect as well as where and how to report new hires.

Here is everything you need to know about how to report new hires in Oregon. 

Oregon New Hire Reporting

Businesses in Oregon must submit certain information to the state when hiring new employees. This is referred to as New Hire Reporting.

Oregon New Hire Reporting is administered by the Oregon Department of Justice, Child Support Program. This is also where businesses in Oregon can report new hires. 

Under Oregon Labor Laws, employers must report new hires within 20 days of the hire date. 

A “new hire” is considered as:

• Any employee required to fill out a W-4 form
• Any individual who is an independent contractor, must submit a W-9, is anticipated to work more than 20 consecutive days in a calendar year, and is not considered an employee (effective 2024)

Oregon New Hire Reporting 2024 Update

Effective January 1st, 2024, a new regulation requires that businesses report individuals who are independent contractors. The new requirement began as a soft launch which initially delayed the need for employers to comply until the spring of 2024.

The new reporting requirement is the result of Senate Bill 184, which was passed by the Oregon Legislature back in May 2023. Senate Bill 184 expands the existing requirement in ORS 25.790, which requires employers to report new employees to the Oregon Child Support Program. 

The new requirement specifically states that employers must include any independent contractors in new hire reports that the company expects to engage or reengage for more than 20 days.

Who Is an Independent Contractor?

For this new Oregon new hire reporting requirement, an independent contractor is considered an individual who:

• Must submit a federal form W-9 under the Internal Revenue Code
  
• Is anticipated to perform services for more than 20 days
  
• Is not considered an employee
  

Required Information for Oregon New Hire Reporting

When hiring new employees, there is certain information employers will need to have ready about the new worker and the business.

Oregon New Hire Reporting requires the following information for new hires and contractors:

• First Day of Work
• Social Security Number (or ITIN)
• Employee Date of Birth
• First, Middle, and Last Name
• Mailing Address, (City, State, Zip Code)
• Email Address (If Applicable)
• Home Phone Number (If Applicable)
• Cell Phone Number (If Applicable)

Employers must also distinguish whether the worker is an employee or independent contractor. 

Oregon New Hire Reporting requires the following employer information as well: 

• Federal Employer Identification Number (FEIN)
• State Identification Number
• Submission Date 
• Employer Name
• DBA (Doing Business As) Name (If Applicable)
• Mailing Address, (City, State, Zip Code)
• Contact Name
• Contact Phone Number
• Email address (If Applicable)

Employers must also provide what address income withholding orders should be mailed to, as well as whether or not health care coverage for an employee’s dependent or family is offered as an employee benefit or if coverage is available through a union. If yes, additional information will be required.

How to Report New Hires in Oregon

In order to report new hires in Oregon, employers have two methods to choose from. 

Report via Mail or Fax

Oregon employers can report new hires by completing the Oregon New Hire Reporting Form. Employers can then fax the form to 877-877-7415, or mail the form to the following address:

Oregon Child Support Program
Employer Services
P.O. Box 14680
Salem, OR 97309

Report via Oregon Employer Services Portal

The Oregon Child Support Program recommends that employers use the Oregon Employer Services Portal to report new hire employees and terminations.

Employers can also update employee or employer information. The portal also allows employers to submit multiple new hires at one time by uploading a spreadsheet or text file with the required information.

Start Oregon New Hire Reporting Today

Failure to report new hires properly in Oregon can result in hefty fines, so it's important for businesses to stay on top of new hire reporting compliance.

Oftentimes, an outsourced Oregon payroll service will include new hire reporting as part of its standard services in addition to assisting with regular compliance topics.

Find a provider today, or contact us to get matched with the perfect provider for your business.

Guest Author: Scott Herson-Hord

Scott Herson-Hord is the CEO of Great Northern Staff Administrators (GNSA), an Oregon payroll and HR services company that specializes in serving small to mid-size businesses with administrative solutions to streamline back-office processes from benefits to human resources. Starting his career in finance and working more than 10 years as a controller for various companies, Scott leveraged this experience over the next 22 years with GNSA to become one of the pacific northwest’s foremost experts in human capital management (HCM).