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 a parent who owes child support and issue an income withholding order.

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

Check the options your state offers.

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 newly hired employees to the state where they work, or
  2. Select one state where your employees work and report all new hires to the selected state

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

  • Register with HHS as a multistate employer 
  • Designate the state that you will report
  • 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.

Multistate employers can get help with registration from the Multistate Employer Help Desk at 1-800-258-2736, option 6, 9:00 am - 5:00 pm ET.

Current as of: