How Do I Report a New Hire to My State?

By Bill Stilwell · Last reviewed October 17, 2026

The short answer

Every employer must report each new hire, and most rehires, to the state’s new hire registry. The usual deadline is 20 days from the start date, but check your state’s registry for its exact rules. You report a few basic facts about the employee and your business, and your payroll service can often do it for you.

What this means

New hire reports help states find parents who owe child support and help catch improper unemployment and benefit claims. The Internal Revenue Service (IRS) Publication 15 reminds employers to report each new employee to a designated state new hire registry. Many states accept a copy of the employee’s Form W-4 with employer details added.

Using Illinois as an example of what states ask for:

Deadline: within 20 calendar days of the start date.
Rehires: count if the person was off payroll for at least 60 days in a row.
Employee details: full name, home address, Social Security number, and date of hire (the first day of work for pay).
Employer details: your federal Employer Identification Number (EIN), business name, and address.
Penalty: a civil penalty of $15 per unreported employee.

Employers with staff in two or more states can report each hire to the state where the person works, or pick one state for all reports. Choosing one state means notifying the U.S. Department of Health and Human Services in writing and reporting electronically.

This page also covers new-hire reporting from Part 23 (23.4.5).

Made-up example: Copper Kettle Catering hires a prep cook who starts on a Monday. The owner adds the employee to the payroll service that week. The service sends the new hire report to the state, and the owner saves the confirmation in the employee’s file.

Why it matters

It’s required by law for every employer.
Penalties can apply for each missed report.
Late reports can delay child support orders that you’re then required to act on, which creates more work later.

Who this applies to

Every business that hires employees, including part-time workers and rehires. Rules for reporting independent contractors differ by state, so check your registry. Each state sets its own timing and details, so your state’s new hire registry is the place to check.

How to do it

Find your state’s new hire registry. Search your state name and “new hire reporting.”
Decide who reports. Ask your payroll service if it files new hire reports. Many do, but confirm it in writing.
Add a step to your hiring checklist: report within the state deadline (see 22.10 Training Materials).
Collect the details on day one: name, address, Social Security number, and start date, plus your EIN and business address.
Report online or through payroll, then save the confirmation.
Report rehires who were off payroll for the period your state sets.
If you hire in several states, decide whether to report to each state or register as a multistate employer.

What proof to keep

Confirmation for each new hire report, with the date sent
Your payroll service’s written confirmation that it reports for you
Multistate employer registration, if you use it

Store these in each employee’s file (see 23.7 Employee Records).

Common mistakes

Assuming the payroll service does it. Many do, but some don’t unless you turn it on.
Forgetting rehires.
Using the hire date instead of the first day worked for pay, when your state asks for the first day of work.
Missing the deadline because the paperwork sat in a pile.

When to get help from a pro

Payroll professional: when you set up payroll or start hiring in a second state. Questions to ask:

Does your service file new hire reports in every state where I have employees?
What’s my state’s deadline and method?
Should I register as a multistate employer?

Bill’s note

[Bill: add a short note. For example, how you built new hire reporting into SiteSmarty’s hiring checklist, or why you’d confirm a payroll service’s settings.]

How I did this for SiteSmarty

[Date I did this:]
[What I actually did, step by step: who files new hire reports for SiteSmarty and how I confirmed it]
[What it cost and how long it took:]
[What surprised me or what I’d do differently:]
[Screenshot or photo to add, with private info blurred: new hire report confirmation]
[Result so far:]

Questions people ask

How long do I have to report a new hire? Usually 20 days from the start date, but your state may set its own timing. Check your state registry.

What goes on the report? The employee’s name, address, Social Security number, and start date, plus your EIN, business name, and address.

Do I report rehires? Yes, if they were off payroll long enough. Illinois, for example, uses 60 days in a row.

Can my payroll service report for me? Often yes. Confirm in writing that it does.

What if I have employees in more than one state? You can report to each state, or register as a multistate employer and report to one state electronically.

Audit check

Question: Was every new hire and rehire reported to the state registry within the deadline?
Pass looks like: A report confirmation for each hire, dated within the deadline. Written confirmation of who files. Multistate setup if needed.
Fail looks like: No reports. Reports only for some hires. Rehires missed. Nobody sure who files.
Evidence to collect: A list of hires matched to report confirmations, and the payroll service’s written confirmation.

Where this fits

Do this first: 10.3.5 Information Returns

Do this next: 10.3.7 Workers' Compensation

Sources

IRS, "Publication 15 (2026), (Circular E), Employer's Tax Guide" (checked October 17, 2026)
Illinois Department of Healthcare and Family Services, "New Hire Reporting" (checked October 17, 2026)

This page explains general rules and Bill's own experience. It is not legal, tax, or insurance advice. Talk to a qualified professional about your situation.