New Hire Report

A New Hire Report is a mandatory submission that employers must send to a designated state agency shortly after hiring a new employee. It helps states track employment for child support enforcement and prevent fraudulent unemployment or workers’ compensation claims. This report typically includes the employee’s name, address, Social Security number, and the employer’s contact information. Employers who fail to comply with new hire reporting requirements may face penalties or fines.

Key Facts

• Requirement: Mandated by federal law under the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996.‍
• Deadline: Employers typically must report new hires within 20 days of the hire date (some states require sooner).‍
• Information Needed: Employee’s name, address, Social Security number, and hire date; employer’s name, address, and EIN.‍
• Applies To: All newly hired employees and rehires (those rehired after a break in service).‍
• Submission Methods: Reports can be submitted online, by mail, or electronically depending on the state’s system.

1. Why is a New Hire Report required?

To assist in locating parents for child support enforcement and to detect and prevent public assistance fraud.

2. Do I need to report independent contractors?

Some states require reporting independent contractors, but federal law does not mandate it - check state requirements.

3. What if I hire someone for a short period?

You still need to report them if they complete a W-4 and are officially employed, even if only temporarily.

4. Where do I send the New Hire Report?

To your state’s New Hire Reporting Center - each state has its own system and instructions.

5. What happens if I don’t report new hires?

You may face penalties or fines for non-compliance, which vary by state.