New Hire Reporting By State

Hiring New Employees in Your State?

Businesses are required by law to report basic information on new hires and rehired employees to the state where the employee will be working, within 20 days or less of being hired. The required timing to report new hires will be dependent upon the state and can vary from state to state.

Background information: The new hire reporting requirement came from the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) out of the necessity to help state child support agencies throughout the country locate parents and enforce child support court orders for payment. All information collected by each state is maintained by the federal Office of Child Support Enforcement (OCSE) in a National Directory of New Hires.

New Hire Reporting Registration

If an employer hasn't done so previously, it's required to register a company for new hire reporting with the state. The table below has a link to the registration page for each state below. Here some details on the company that are required:  

• Employer’s name
• Employer's address
• Federal Employer Identification Number (FEIN)

Businesses with employees working in multiple states can report new hires using the following options:

• Report new hire information to the state where they work 
• Select one state where your employees work and report all new hires to the selected state

If a company chooses to report all new employees to one state, the employer must:

• Register with the Department of Health and Human Services (HHS) as a multi-state employer
• Designate the state that will be reported from
• Submit new hires electronically (or if you're still living in the 1960's, by magnetic tape) to the state that is chosen, no more than twice a month (12 to 16 days apart), if necessary

Employee Information Required for New Hire Reporting

When hiring new employees, employers should have the following employee information readily available to file in the new hire report to the state:

• Employee’s name
• Employee's address
• Social Security number (SSN)
• Date of hire (the date the employee first performs services for pay)