New Hire Reporting

Federal law requires employers to report basic information on new and rehired employees within 20 days of hire to the state where the new employees work. Some states require it sooner. The information is maintained in the National Directory of New Hires, which child support agencies use to locate and issue an income withholding order for parents who owe child support.

These resources and tools can help you understand and meet the requirements:

  • What information must an employer report?

    Federal law requires you to collect and report these seven data elements:

    1. Employee’s name
    2. Employee's address
    3. Social Security number (SSN)
    4. Date of hire (the date the employee first performs services for pay)
    5. Employer’s name
    6. Employer's address
    7. Federal Employer Identification number (FEIN)

    Some states require additional data, check your state’s reporting requirements.

  • Where and how does an employer report new hires?

    You must report new hires to the state where your new employees work. The state forwards the information to the National Directory of New Hires. Federal agencies report new hires directly to the National Directory of New Hires.

    You may submit new hire information via:

    • Fax
    • Interactive telephone systems
    • Magnetic tape
    • Other electronic media
  • Multistate Employers

    If you are an employer with employees working in more than one state, you can choose one of the following options:

    1. Report new employees to the state where they work
    2. Report all new employees, regardless of where they work, to one of the states where you do business and have employees.

    If you choose to report all new employees to one state (option B), you must:

    • Register with HHS as a multistate employer to report all new hires to one state;
    • Designate the state that you will report; and
    • Submit your new hires electronically or by magnetic tape to the state you have chosen, no more than twice a month (12 to 16 days apart), if necessary.

    There are two ways to register as a multistate employer:

    Once you complete the registration as a multistate employer, report employees to the state that you have chosen.

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Last Reviewed: March 8, 2018

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