# USA’s state-specific new hire reporting requirements

All U.S. employers are required by federal and state law to report newly hired and rehired employees to the designated state agency shortly after the employee begins work. This process feeds into the National Directory of New Hires (NDNH) maintained by the federal Office of Child Support Enforcement (OCSE) and helps enforce child support orders, prevent fraud in benefits programs, and provide data for other governmental services.\
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Note: For employees hired under an Employer of Record (EOR) model, this requirement applies to Multiplier as the legal employer. Multiplier is responsible for fulfilling all new hire reporting obligations in the U.S.

### Federal new hire reporting requirements

Under the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA):

* Employers must report each new hire to the state where the employee works within 20 calendar days of the hire date.
* Employers must report information on all newly hired and rehired employees, including full‑time, part‑time, and temporary workers.
* The federal baseline includes seven required data elements that must be submitted for each new hire:
* Employee’s full legal name
* Employee’s residential address
* Employee’s Social Security Number (SSN)
* Date of hire (first day of work for pay)
* Employer’s legal name
* Employer’s address
* Employer’s Federal Employer Identification Number (FEIN)

States may require additional information beyond these seven elements.

### General reporting process

1. Determine the State:\
   Report new hires to the state where the employee performs work. If an employee works remotely in a state different from the employer’s base, reporting is to the employee’s work state.
2. Register for Reporting:\
   If not already registered, employers must register for the state’s new hire reporting program, usually via an online portal provided by the state’s child support enforcement agency.
3. Submit the Report:\
   Reports can typically be submitted online through the state portal. Some states also offer other methods such as secure email, fax, or batch electronic file transmission (e.g., EDI).
4. Employer Options for Multi‑State Reporting:
5. Employers with employees in multiple states can either report new hires separately to each state where employees work, or
6. Elect to report all new hires to a single designated state after registering with the federal Office of Child Support Services and meeting electronic submission requirements.

### State‑level variations

While federal law sets 20 days as the maximum reporting period, many states impose shorter deadlines. States also maintain individual reporting portals and may add data elements, different methods, or additional compliance rules.

Examples of state‑specific differences include:

* Alabama: Employers must report new hires within 7 days of hire.
* Georgia: Reporting is required within 10 days.
* Hawaii, Illinois, Indiana, Washington, West Virginia, Wisconsin, Wyoming: Most of these states follow the federal 20‑day rule, though some impose penalties or specific conditions for reporting deadlines.

These examples demonstrate how individual states can require shorter deadlines, differing reporting methods, or additional fields beyond the federal minimum.

Note: Employers must always verify the specific reporting requirements and deadlines for the state where their employee works, as these can change and may include supplemental obligations.

### Consequences of non‑compliance

Failure to report new hires or submitting incomplete or late reports can result in penalties:

* States may impose civil fines — typically up to $25 per unreported employee, though fines can be higher if there is intentional non‑reporting.
* Some state laws allow penalties up to $500 per unreported hire in cases of conspiracy to avoid reporting.

### Best practices for employers

To stay compliant with both federal and state reporting requirements:

* Collect accurate new hire information immediately upon onboarding.
* Register with the state's new hire reporting systems before the first hire.
* Confirm reporting deadlines for the applicable state(s) where employees work.
* Consider automation via payroll or HR systems that support new hire reporting functionality.
* Monitor changes to state requirements, as deadlines and procedures may be updated periodically.


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