New hire forms and reporting — HFD

New hire reporting

All employers must report specific information about newly hired employees to a designated agency in their state. The new hire report must contain certain information, including the employee’s name, address, and social security number, and the employer’s name, address, and Federal Employer Identification Number (FEIN). If an employer has employees in more than one state, it has two reporting options: 

1. it may report new hires to the state in which the work is being performed, following the requirements of that state

2. it may select one of the states in which  it has employee  and report to all employees to that state electronically or magnetically.

If the employer choose the latter option, it must notify the U.S. Department of Health and Human Services.

Timeframes

According to federal law, employers must submit information regarding every new hire within 20 days of the date of hire unless the submission is made electronically or magnetically. If an employer decides to report electronically or by magnetic medium, it must submit two transmissions each month (if necessary based on new hiring),...

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