---
title: How to File a New Hire Report with the State
description: "Report a new hire to your state by submitting: Employee name, address, social security number, date of hire & employer name, address & FEIN."
image: https://blog.symply.io/hubfs/pexels-fauxels-3184647.jpg
---

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HR News & Education

Check out the latest news and resources for small businesses covering topics such as human resources, employee engagement, and management.

# How to File a New Hire Report with the State

[Symply](https://blog.symply.io/author/symply)

 Sep 30, 2021 7:50:04 AM

![Woman sitting at computer holding coffee mug](https://blog.symply.io/hs-fs/hubfs/pexels-fauxels-3184647.jpg?width=1500&name=pexels-fauxels-3184647.jpg)

Did you know you are required by law to report every person you hire to the state? It’s a small but important responsibility as an employer to submit your new employees’ information to your designated state agency. 

 

Read on to find out what new hire reporting is, how to file a new hire report to the state, and what your legal obligations are as an employer.  

 

⚡Quicklinks 

- [What is new hire reporting?](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#whatisnewhirereporting)
- [How does new hire reporting work?](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#howitworks)
- [What information do I need to submit?](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#whatinformation)
- [When do I need to report a new hire?](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#whendoineedtoreport)
- [How to file a new hire report with the state](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#howtofileanewhirereport)
- [Where to file a new hire report by state](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#wheretofile)
- [What if I hire employees in multiple states?](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#multiplestates)
- [Can I pay someone to report new hires for me?](https://blog.symply.io/how-to-file-a-new-hire-report-with-the-state#canipay)

## What is new hire reporting and why are we required to do it?

New hire reporting is simple- every time you hire someone new, you must submit their information to the state. 

 

It’s legally required by The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 and serves two major purposes:

- To help people entitled to child support receive their payments on time and as easily as possible, AND
- Detect and prevent fraudulent use of federal assistance programs like unemployment insurance, welfare assistance, and workers’ comp claims

 

If you fail to report your new hires, you will most likely face a fine or penalty. Each state has the ability to determine its own fees or non-monetary punishment. Fees can run up to $25 per unreported employee, and if you and your employees are caught working together to avoid reporting, your state can fine you up to $500 per employee.

## How it works

As an employer, you report new hires to your designated state agency. The state agency scans that information against local child support orders to locate a match. Then the state agency sends the new hire report to the National Directory of New Hires to check for matches in other states.

 

If your new hire matches a hit in the database, you will most likely receive a court order to garnish the employee’s wages. 

## What information do I need to submit per employee?

You must include the following information in your new hire reports:

- Employee name.
- Employee address.
- Employee Social Security number (SSN).
- Employee date of hire or rehire (the date a new or rehired employee first performs services for pay).
- Employer name.
- Employer address.
- Federal employer identification number (FEIN).

## When do I need to report a new hire?

Every time you hire someone new or re-hire someone whose employment ended with you over 60 days ago. 

 

You’re required by law to report all new hires and rehires to the state within 20 days of their start date. The start-of-work date is defined as the first day someone provides services for payment. 

 

Federal law does not require you to report independent contractors (1099) but certain states do. Check the [OCSE chart](https://ocsp.acf.hhs.gov/irg/irgpdf.pdf?geoType=OGP&groupCode=EMP&addrType=NHR&addrClassType=EMP) to see your state's requirements.

## How to file a new hire report with the state

Follow the steps below to file a report.

Step 1) Locate your state agency (see list below)

Step 2) Determine how you’ll submit reports: online, mail, magnetic tape, phone, fax, etc.

Step 3) Prepare and submit the required information: 

- Employee name
- Employee address
- Employee Social Security number (SSN)
- Employee date of hire or rehire (the date a new or rehired employee first performs services for pay)
- Employer name
- Employer address
- Federal employer identification number (FEIN)

## Where to file a new hire report by State

Use the list below to find your state agency’s website.

 

Alabama - [Alabama Department of Labor](https://labor.alabama.gov/nh/new-hire.aspx) 

Alaska - [Alaska Department of Revenue, Child Support Services Division](https://childsupport.alaska.gov/Home/Employers.aspx) 

Arizona - [Arizona New Hire Reporting Center ](https://newhire-reporting.com/AZ-Newhire/default.aspx)

Arkansas - [Arkansas New Hire Reporting Center](https://newhire-reporting.com/AR-Newhire/default.aspx)

California -[Employment Development Department, New Employee Registry](https://www.edd.ca.gov/payroll_taxes/new_hire_reporting.htm)

Colorado - [Colorado New Hire Reporting Center](https://newhire.state.co.us/#/public/public-landing/login)

Connecticut - [Connecticut Department of Labor](https://www1.ctdol.state.ct.us/newhires/index2.asp)

Delaware - [Delaware State Directory of New Hire Reporting](https://newhire.dhss.delaware.gov/de-Newhire/default.aspx)

DC - [District of Columbia Directory of New Hires ](https://dc-newhire.com/)

Florida - [Florida Department of Revenue, Child Support Services for Employers](https://servicesforemployers.floridarevenue.com/Pages/home.aspx)

Georgia - [Georgia New Hire Reporting Center](https://ga-newhire.com/)

Hawaii - [State of Hawaii Child Support Enforcement Agency ](http://ag.hawaii.gov/csea/employer-information/)

Idaho - [Idaho Department of Labor](https://www.labor.idaho.gov/dnn/Businesses/Report-New-Hires)

Illinois - [Illinois Child Support Services](https://newhire.hfs.illinois.gov/NewHireWeb/NewHireReporting.jsp)Indiana -[Indiana New Hire Reporting Center](https://in-newhire.com/)

Iowa - [Iowa Department of Human Services](https://secureapp.dhs.state.ia.us/epay/)

Kansas - [Kansas Department of Labor](https://www.dol.ks.gov/employers/new-hire-directory)

Kentucky - [Kentucky New Hire Reporting Center ](https://ky-newhire.com/#/public/public-landing/login)

Louisiana - [Louisiana Department of Children and Family Services](https://newhire-reporting.com/LA-Newhire/Default.aspx)

Maine - [Department of Health and Human Services](https://www.maine.gov/dhhs/ofi/programs-services/child-support-services/employers)

Maryland - [Maryland Department of Human Services](https://mdnewhire.com/#/public/public-landing/login)

Massachusetts - [Massachusetts Child Support Enforcement](https://www.mass.gov/service-details/learn-about-the-new-hire-reporting-program)

Michigan - [Michigan Department of Health and Human Services, New Hires Operation Center](https://www.mi-newhire.com/#/public/public-landing/login)

Minnesota - [Minnesota Department of Human Services, New Hire Reporting Center](https://newhire-reporting.com/MN-Newhire/default.aspx)Mississippi - [Mississippi Department of Human Services, State Directory of New Hires](https://ms-newhire.com/)

Missouri - [Missouri Department of Social Services](https://www.missouriemployer.dss.mo.gov/NewHireInfo.aspx)

Montana - [Montana Child Support Services](https://dphhs.mt.gov/cssd/employerinfo/newhirereporting)

Nebraska - [Nebraska State Directory of New Hires ](https://newhire-reporting.com/NE-Newhire/default.aspx)

Nevada - [Nevada Employment Security Division of the Department of Employment Training and Rehabilitation](https://dwss.nv.gov/Support/1_1_7_01-New-Hire-Reporting/)

New Hampshire - [New Hampshire Employment Security](https://www.nhes.nh.gov/services/employers/compliance.htm)

New Jersey - [New Jersey Child Support Employer Services](https://njcsesp.com/)

New Mexico - [New Mexico Human Services Department](https://www.hsd.state.nm.us/lookingforassistance/new-hire-reporting/)

New York - [New York State Department of Taxation and Finance](https://www.tax.ny.gov/bus/wt/newhire.htm)

North Carolina - [North Carolina Division of Social Services State Directory of New Hires](https://ncnewhires.com/)

North Dakota -[North Dakota Department of Human Services State Directory of New Hires](https://ncnewhires.com/)

Ohio - [Ohio Department of Job and Family Services Directory of New Hires](https://oh-newhire.com/#/public/public-landing/login)

Oklahoma - [Oklahoma Employment Security Commission](https://www.ok.gov/oesc/newhire/app/index.php)

Oregon - [Oregon Division of Child Support ](https://www.doj.state.or.us/child-support/for-employers/report-new-hires/)

Pennsylvania - [Pennsylvania Careerlink](https://www.pacareerlink.pa.gov/jponline//Common/LandingPage/ReportNewHires)

Rhode Island - [State of Rhode Island New Hire Reporting Directory](https://ri-newhire.com/)

South Carolina - [South Carolina New Hire Reporting](https://newhire.sc.gov/)

South Dakota - [South Dakota Department of Labor and Regulation](https://dlr.sd.gov/ui/new_hire_reporting/default.aspx)

Tennessee - [Tennessee Department of Human Services](https://tnnewhire.com/)

Texas - [Texas Child Support Portal](https://tnnewhire.com/)

Utah - [Utah Department of Workforce Services](https://jobs.utah.gov/ui/employer/employerhome.aspx)

Vermont - [State of Vermont Department of Labor](https://labor.vermont.gov/unemployment-insurance/unemployment-information-employers/employer-online-services/new-hire-0)

Virginia - [Virginia New Hire Reporting Center](https://va-newhire.com/)  

Washington - [Washington State Department of Social and Health Services](https://www.dshs.wa.gov/esa/division-child-support/new-hire-reporting)

West Virginia - [West Virginia New Hire Reporting Center](https://wv-newhire.com/)

Wisconsin - [Wisconsin New Hire Reporting Center](https://wi-newhire.com/)

Wyoming - [Wyoming New Hire Reporting Center](https://newhire-reporting.com/WY-Newhire/default.aspx)

 

You can also check out the [OCSE chart](https://ocsp.acf.hhs.gov/irg/irgpdf.pdf?geoType=OGP&groupCode=EMP&addrType=NHR&addrClassType=EMP) for more new hire reporting information by state. 

## What if I hire employees in multiple states?

Multi-state employers have two reporting options. 

 

Option 1: Report new hires to the state they are working in. 

Option 2: Report **all** new hires to a single state.

 

If you go with option 2 you must also follow the requirements below:

- [Register with the Department of Health and Human Services (DHHS) as a multistate employer](https://www.acf.hhs.gov/sites/default/files/documents/ocse/mse_form.pdf)
- Designate the state you will report to and notify DHHS
- Submit all new hires no more than twice a month (12-16 days apart) either electronically or by magnetic tape

## Can I pay someone to report new hires for me?

Yes, you can! Most payroll providers include new hire reporting in their services or offer it for an additional fee. This is a great option for busy small business owners who don’t have a dedicated hiring manager. Once you enter your newly hired or re-hired employee into your payroll system, the information is transmitted on time to the proper state agency for you.  

 

New hire reporting is automatically included with our Payroll product and available as a paid add-on for our free Onboarding tool.

 

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[Hiring & Onboarding](https://blog.symply.io/tag/hiring-onboarding)

## Read On

### [4 Employee Onboarding Phases that Lead to a Successful New Hire A well-thought-out employee onboarding program can help increase employee retention, engagement,...](https://blog.symply.io/4-employee-onboarding-phases-that-lead-to-a-successful-new-hire)

### [Small Business Owners Manual for Hiring Seasonal Employees Hiring Seasonal Employees When it’s time to hire seasonal employees, it’s best to prepare early....](https://blog.symply.io/small-business-owners-manual-for-hiring-new-employees)

### [New Hire FAQs: What Employers Need to Know As an employer, you’re tasked with answering numerous questions during the hiring process as well...](https://blog.symply.io/new-hire-faqs-what-employers-need-to-know)

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