New Hire Requirements by State

Hiring a new employee comes with a number of administrative tasks, including submitting the correct paperwork to your state government so you can legally embark on an employee-employer relationship. 

To navigate this process successfully, you’ll need to account for different requirements across the United States when it comes to new hire reporting. 

In this article, we’ll cover those state-specific requirements.

What Is New Hire Reporting?

Employers are required to report newly hired employees and certain independent contractors to state agencies within a specified timeframe of 20 days or less, depending on the state. 

This information is collected primarily to help enforce child support orders and prevent fraud in government programs like unemployment insurance. 

Each state has its own regulations, including where and how to submit new hire reporting data.

It’s also important to know how to distinguish between start date and hire date throughout this process. Learn more about the difference between the two terms in this article. 

Who Needs to Report New Hires?

All employers must report newly hired employees, whether full-time, part-time, or temporary. Some states also require businesses to report independent contractors who earn above a specific income threshold.

Businesses must submit information such as:

• Federal employer identification number (FEIN)
• Employee’s name, address, and Social Security number
• Date of hire
• Employer’s contact information
• Payment details (in some cases for contractors)

New Hire Requirements by State

While all states follow federal guidelines, reporting deadlines and submission methods vary. 

Here are some of the key details for each of the states: 

Alabama

All employers must report new hires, rehires, and recalls to the Alabama Department of Labor within seven days. Employers can report via Form W-4 or an equivalent form. 

Late Reporting Penalty: $25

Alaska

All employers must report new hires or rehires within 20 days. Employers report these hires via Form W-4 or an equivalent to the Alaska Child Support Services Division. 

Late Reporting Penalty: $10

Arizona

All employers must report new hires and rehires within 20 days to the Arizona New Hire Reporting Center via a Form W-4. 

Late Reporting Penalty: There is no late reporting penalty in Arizona.

Arkansas

All employers must report new hires and rehires within 20 days to the Arkansas New Hire Reporting Center via a Form W-4 or equivalent form. 

Late Reporting Penalty: There is no penalty fee for reporting new hires and rehires late.

California

All employers must report new hires, rehires, and contractors being paid over $600 within 20 days via Form W-4 or state equivalent form. Employers submit this paperwork to the California Employment Development Department. 

Late Reporting Penalty: $24

Colorado

All employers must report new hires and rehires within 20 days of that hire or the first payroll after hiring via Form W-4 to the Colorado New Hire Reporting Center. 

Late Reporting Penalty: There is no late penalty in Colorado.

Connecticut

All employers must report new hires, rehires, and contractors whose contract exceeds $5,000 per calendar year within 20 days to the Connecticut Department of Labor Online New Hire Reporting System. Employers must submit a Form W-4 or state equivalent form. 

Late Reporting Penalty: There is no late penalty in Connecticut.

Delaware

All employers must report new hires and rehires within 20 days to the Delaware State Directory of New Hire Reporting. Employers must submit a Form W-4 or equivalent form. 

Late Reporting Penalty: $25

District of Columbia

All employers must report new hires and rehires within 20 days to the District of Columbia Directory of New Hires. Employers must submit a Form W-4.

Late Reporting Penalty: $25

Florida

All employers must report new hires and rehires within 20 days to the Florida Department of Revenue New Hire Reporting Center. A Form W-4 or equivalent is required. 

Late Reporting Penalty: There is no late reporting penalty in Florida.

Georgia

All employers must report new hires and rehires within 10 days to the Georgia New Hire Reporting Center. A Form 2-4 or equivalent form is required for reporting.

Late Reporting Penalty: Those who report new hires or rehires late will receive a written warning.

Hawaii

All hires and rehires must report within 20 days of the new hire or rehire to the State of Hawaii Child Support Enforcement Agency. Like other states, a Form W-4 or equivalent is required.

Late Reporting Penalty: There is no late reporting penalty in Hawaii.

Illinois

All employers must report new hires within 20 days of hiring to the Illinois Department of Employment Security. A Form W-4 or equivalent is necessary for reporting. 

Late Reporting Penalty: Illinois does not impose a late penalty.

Indiana

All employers must report new hires within 20 days of hiring to the Indiana New Hire website. A Form W-4 or equivalent is necessary. 

Late Reporting Penalty: There is no late penalty in Indiana.

Iowa

All employers must report new hires, rehires, and independent contractors making over $600 within 15 days of hiring to the Iowa Employer Child Support Division. 

Late Reporting Penalty: Can be held in contempt of court. 

Kansas

All employers must report new hires and rehires within 20 days of hiring via a Form W-4 or equivalent form to the Kansas New Hire Directory. 

Late Reporting Penalty: There is no late penalty in Kansas.

Kentucky

All employers must report new hires, hires, and job refusals to the Kentucky New Hire Reporting Center. 

Late Reporting Penalty: $250

Louisiana

All employers must report new hires and rehires within 20 days of hiring to the Louisiana Department of Children and Family Services. 

Late Reporting Penalty: $25

Maine

All employers must report new hires, rehires, and independent contractors making over $2,500 to Maine Child Support: Division of Support Enforcement and Recovery within seven days. 

Maine employers must submit a Form W-4, 1099 Misc, or other equivalent within that seven-day period or be subject to a written warning. 

Late Reporting Penalty: $200 if new hires are still not reported after receiving a written warning.

Maryland

All employers must report new hires within 20 days via a Form W-4 or equivalent to the Maryland State Directory of New Hire. 

Late Reporting Penalty: $20

Massachusetts

All employers must report new hires, rehires, and contractors making over $600 within 14 days of the hire or contract start date to the Massachusetts Department of Revenue. 

Late Reporting Penalty: $25

Michigan

All employers must report new hires within 20 days via a Form W-4 or equivalent to the Michigan New Hire Reporting Office of Child Support. 

Late Reporting Penalty: Michigan has no late penalty.

Minnesota

All employers must report new hires, rehires, and government contractors within 20 days to the Minnesota Department of Human Services via a Form W-4 or equivalent document.

Late Reporting Penalty: $25

Mississippi

All employers must report new hires, rehires, and independent contractors paid on a recurring basis within 15 days of their hire or contract start date. Employers report these via a Form W-4 or equivalent to the Mississippi State Directory of New Hires. 

Late Reporting Penalty: $25

Missouri

All employers must report new hires within 20 days via a Form W-4 or equivalent to the Missouri Department of Social Services. 

Late Reporting Penalty: $25

Montana

All new hires and rehires must be reported within 20 days of their hire to the Child Support Enforcement Division of the Montana Department of Public Health and Human Services. These must be submitted via Form W-4 or equivalent.

Late Reporting Penalty: There is no penalty for late reporting in Montana.

Nebraska

All employers must report new hires, rehires, and contractors within 20 days of their start dates to the Nebraska State Directory of New Hires. 

Late Reporting Penalty: $25

Nevada

All new hires must be reported within 20 days of their start date to the Nevada Unemployment Insurance Employer Self-Service portal. Employers must submit these hires via a Form W-4 or equivalent.

Late Reporting Penalty: $25

New Hampshire

All employers must report their new hires, rehires, and contractors making over $2,500 to the New Hampshire Employment Security Division within 20 days. A Form W-4 or equivalent is required for submission.

Late Reporting Penalty: $25

New Jersey

All employers must report their hires, rehires, and contractors within 20 days of their hire or start date. Employers submit these hires via a Form W-4 or equivalent to the New Jersey New Hire Directory.

Late Reporting Penalty: $25

New Mexico

All new hires must be reported within 20 days of their start date via a Form W-4 or equivalent to the New Mexico New Hires Directory. 

Late Reporting Penalty: $20

New York

All employers must report their new hires and rehires within 20 days of their start date to the New York Department of Taxation and Finance New Hire Reporting Division.

Late Reporting Penalty: $25

North Carolina

All new hires and rehires must be reported within 20 days of their start date to the North Carolina Directory of New Hires. Employers can submit a Form W-4 or equivalent form. 

Late Reporting Penalty: $25

North Dakota

All employers must report new hires within 20 days of their hire date via a Form W-4 or equivalent to the North Dakota Department of Human Services Child Support Division. 

Late Reporting Penalty: $20

Ohio

All employers must report their new hires, rehires, and independent contractors within 20 days of their start dates via a Form W-4 or equivalent to the Ohio New Hire Reporting Center. 

Late Reporting Penalty: $25

Oklahoma

All new hires must be reported within 20 days of their start date via a Form W-4 or equivalent to the Oklahoma Employer New Hire Reporting System. 

Late Reporting Penalty: There is no late penalty in Oklahoma.

Oregon

All new hires and rehires must be reported to the Oregon Department of Justice Child Support Division within 20 days of their start date. Employers submit via a Form W-4 or equivalent. 

Late Reporting Penalty: There is no late penalty in Oregon.

Pennsylvania

All employers must submit paperwork (Form W-4 or equivalent) for their new hires and rehires within 20 days to the Pennsylvania New Hire Reporting Program. 

Late Reporting Penalty: $25 (usually preceded by a written warning)

Rhode Island

All employers must submit paperwork (Form W-4 or equivalent) for their new hires and rehires within 14 days to the Rhode Island New Hire Reporting Directory. 

Late Reporting Penalty: $25

South Carolina

All new hires and rehires must be reported via Form W-4 or an equivalent to the South Carolina New Hire Reporting Center within 14 days of those hires’ start dates. 

Late Reporting Penalty: $25

South Dakota

All employers must submit their new hires and rehires within 20 days of their start dates to the South Dakota Department of Labor and Regulation. Employers can submit these hires via a Form W-4 or equivalent. 

Late Reporting Penalty: Failing to comply is a petty offense. Civil proceedings can occur if employers do not report in time.

Tennessee

All new hires and rehires must be reported to the Tennessee New Hire Reporting Program within 20 days of their hire. Employers can submit this information via a Form W-4 or equivalent. 

Late Reporting Penalty: $20

Texas

All hires and rehires must be reported to the Texas New Hire Reporting Portal within 20 days of their hire date. Employers can submit these hires via a Form W-4 or equivalent. 

Late Reporting Penalty: $25

Utah

All new hires and rehires must be submitted to the Utah Unemployment Insurance and New Hire Reporting Service within 20 days of their hire date via a Form W-4 or equivalent. 

Late Reporting Penalty: $25

Vermont

All new hires and rehires must be reported to the Vermont New Hire Reporting Center within 10 days of their hire date. The Vermont Labor Department supplies the necessary form. 

Late Reporting Penalty: There is no late penalty in Vermont. 

Virginia

All employers must report their new hires to the Virginia New Hire Reporting Center within 20 days of their hire date via a Form W-4 or equivalent form.

Late Reporting Penalty: No published penalty.

Washington

All hires and rehires must be reported by Washington employers within 20 days of their hire date via a Form W-4 or equivalent form. These are submitted to the Washington State Department of Social and Health Services New Hire Reporting Division. 

Late Reporting Penalty: $25

West Virginia

All hires, rehires, and independent contractors making at least $2,500 must be reported to the West Virginia New Hire Reporting Center within 20 days of their hire date via a Form W-4 or equivalent. 

Late Reporting Penalty: $25

Wisconsin

All new hires and rehires must be reported to the Wisconsin New Hire Reporting Department within 20 days of their hire date via a Form W-4 or equivalent form. 

Late Reporting Penalty: $25

Wyoming

All new hires must be reported to the Wyoming New Hire Reporting Center within 20 days of their hire date via a Form W-4 or equivalent. 

Late Reporting Penalty: There is no late penalty in Wyoming.

Simplify New Hire Reporting

To simplify the new hire reporting process and ensure compliance, look to Symmetry Software. Our solutions help businesses automate payroll tax reporting, reducing administrative burdens and minimizing the risk of penalties.

Get a demo today to see how our tools can streamline your compliance efforts.

Frequently Asked Questions About New Hire Requirements by State

We’ve covered a few more questions and answers about new hire reporting below. 

Is new hire reporting mandatory in all states?

Yes, employers in every U.S. state are required to report newly hired employees and, in some cases, independent contractors within a maximum of 20 days. Each state enforces its own deadlines and submission processes, and the article above covers those specific deadlines and submission processes.

What is needed to hire a new employee?

To begin, employers will need to collect various personal details from their employees. Then, they need to complete Form W-4 for tax withholding, verify employees’ identities using Form I-9, and submit new hire reporting to the applicable state agency.

What is new hire compliance?

New hire compliance generally refers to an employer’s responsibility to meet state and federal regulations relating to new hire reporting, tax documentation, and labor regulations. Submitting new hire documents is part of this compliance process. 

What is the new hire policy?

A new hire policy outlines an employer’s internal process for onboarding employees, including: 

• Collecting necessary documents
• Verifying eligibility
• Fulfilling new hire reporting requirements

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• The Breakdown of Local and State Ohio Taxes