A new hire report is a form employers need to submit when they bring on a new employee. It’s used to let the state know someone just started working for you. The main goal? To help with child support enforcement and cut down on fraud. It’s a basic part of hiring, and yeah—it’s required by law in all 50 states.
Are new hire reports required?
Yes, they are. Federal law says every employer has to report each new employee. Some states also want reports for rehires or people returning after a break. Whether you run a small business or a big company, you’ve got to do it. It’s not optional.
Who is responsible for submitting a new hire report?
The employer. Even if you use a payroll service or HR platform, the responsibility still falls on the business. Some services will file it for you, but it’s up to you to make sure it gets done. If you’re self-employed and not hiring anyone, you’re off the hook. But the minute you bring someone on, the rule kicks in.
When is the deadline to file a new hire report after hiring an employee?
Pretty quick. You have to file the report within 20 days of the hire date. Some states with electronic reporting want it sooner—like within 12 to 15 days. Best move? Don’t wait. Just knock it out during onboarding so it’s done and you’re not scrambling later.
What information needs to be included in a new hire report?
It’s pretty straightforward. You’ll need to include:
The employee’s full name, address, and Social Security number
Their date of hire
Your business name, address, and Federal Employer Identification Number (FEIN)
Some states may ask for a few extras, but nothing too complicated. Just check your state’s reporting site to be sure.
What happens if an employer fails to submit a new hire report on time?
There can be fines. Usually around $25 per late report, but it can jump to $500 if the delay looks intentional or there’s a pattern. It’s not a huge cost per case, but it adds up—and it’s totally avoidable. Submitting on time keeps your business in compliance and off the radar for penalties.
Where and how do employers submit a new hire report?
It depends on your state. Most have an online portal where you can file reports electronically. Some still accept mail or fax, but digital is usually faster and easier. If you’re not sure where to send it, just check your state’s Department of Labor or New Hire Reporting Center site.
