New Hire Report

HR Glossary for HR Professionals

Glossary of the most common HR terms and acronyms to assist professionals navigating the ever-growing and ever-changing world of HR terminology.

New Hire Report

What is a New Hire Report?

A new hire report is filed by an employer when a new or rehired employee joins their team. 

According to the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA), this information must be sent to the state government where the new employee works within 20 days of the hiring date. However, some states may require this information sooner.

What New Hire Information Needs to be Reported?

The U.S. Department of Health & Human Services (HHS) indicates that while some states may require employers to provide additional information, federal law mandates that the following seven details must be reported: 

  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)

To locate the required information for each state, use the HHS’s State New Hire Reporting Contacts and Program Requirements matrix.

How Do Employers Report a New Hire?

Though state requirements may differ, required new hire information is included in federal form W-4, which employees complete before or during onboarding

The HHS indicates that “while many employers send copies of the W-4 as their official new hire report, electronic submission through the state new hire website is preferred.”

What if Employees Work in a Different State than their Employer?

Employers that reside in a single state and only employ individuals who also work in the state are required by federal law to report all new hires to that state where they do business. 

On the other hand, multi-state employers can report new hires in one of two ways: 

  1. Report new hires or rehires to the state where those employees work using the following regulations
  2. Select a single state where employees work and report all new hires and rehires to that state’s reporting office; multi-state employers must register with the HHS to designate the state they wish to receive all new hires and rehires

Related Terms: Employee, 1095-C form

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