New Hire Reporting
How Soon Must Employers Report a New Hire to the State?
New hire reporting is a federal and state requirement that employers report newly hired and rehired employees to a designated state agency within a specific timeframe, used primarily to enforce child support orders.
Every employer, in every state, must report new hires—there’s no size exemption. The report typically includes the employee’s name, address, Social Security number, and start date, and must generally be submitted within 20 days of the hire date (some states require 10 days). The data is also used to detect unemployment insurance and workers’ comp fraud.
Multi-state employers must report to each state where a new hire will actually work, though a “multi-state employer” can elect to report all new hires to a single state under federal rules. Failure to report is subject to civil penalties in most states.
New Hire Reporting Deadlines and Key Facts
- Required for every new hire in every state, generally within 20 days (some states require 10).
- Data is used primarily for child support enforcement, and secondarily for benefits fraud detection.
- Multi-state employers can elect to report all hires to a single state under federal rules.
- Missed reporting is subject to civil penalties in most states.
Frequently Asked Questions
How quickly must a new hire be reported?
Generally within 20 days, though some states require 10 days.
Does new hire reporting apply to rehired employees too?
Yes—rehires generally must be reported the same way.
Can a multi-state employer simplify new hire reporting?
Yes—they can elect to report all new hires to a single state.
What information must be included in a new hire report?
Typically the employee’s name, address, Social Security number, and start date, along with the employer’s name, address, and federal EIN.
Does new hire reporting apply to independent contractors?
In many states, yes—some states require reporting of contractors above a certain payment threshold, though rules vary by state.
Related terms: I-9 Verification, Employee Onboarding Process, Wage Garnishment