New Hire Requirements by State

When you hire a new employee, you must submit the correct paperwork to your state government so you can legally embark on an employee-employer relationship. Here are the requirements for each state when it comes to new hire reporting.

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. If an employer does not report a new hire, rehire, or recall within seven days, that employer is subject to a $25 late report penalty.

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 reports are subject to a $10 penalty.

Arizona

All employers must report new hires and rehires within 20 days to the Arizona New Hire Reporting Center via a Form W-4. There is no late report 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. Like Arizona, 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 to this paperwork to the California Employment Development Department. Employers who do not report these hires within 20 days are subject to a $24 late penalty.

Colorado

All employers must report new hires and rehires within 20 days of that hire or the first payroll after hire via Form W-4 to the Colorado New Hire Reporting Center. 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. 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. Reporting new hires late can result in a $25 late penalty.

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, and reporting late can result in a $25 late penalty.

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. There is no late report penalty.

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. 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. 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. 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. There is no late penalty.

Iowa

All employers must new hires, rehires, and independent contractors making over $600 within 15 days of hiring to the Iowa Employer Child Support Division. Those failing to submit a Form W-4 or equivalent form within 15 day 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. 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. Those failing to submit a Form W-4 or equivalent for these hires are subject to a $250 late penalty.

Louisiana

All employers must report new hires and rehires within 20 days of hiring to the Louisiana Department of Children and Family Services. Those who do not submit Form W-4s or equivalent for those hires within 20 days are subject to a $25 late penalty.

Maine

All employers must report new hires, rehires, and independent contractors making over $2,500 within seven days to Maine Child Support: Division of Support Enforcement and Recovery. 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. If new hires are still not reported after receiving a written warning, Maine employers are subject to a $200 late fine.

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. Failing to do so can result in a $20 late fine.

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. Those failing to report hires via a Form W-4 or equivalent document are subject to a $25 late penalty.

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. 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. Those failing to submit a Form W-4 or equivalent document are subject to a $25 late penalty.

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. Failing to report within 15 days can result in a $25 late penalty.

Missouri

All employers must report new hires within 20 days via a Form W-4 or equivalent to the Missouri Department of Social Services. Failure to do so in Missouri can result in a $25 late penalty.

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. There is no penalty for late reporting.

Nebraska

All employers must reporter new hires, rehires, and contractors within 20 days of their start dates to the Nebraska State Directory of New Hires. Failure to submit a Form W-4 or equivalent within 20 days results in a $25 penalty fee.

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 and failure to do so within 20 days can lead to a $25 penalty fee.

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 or face a $25 late penalty. A Form W-4 or equivalent is required for submission.

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.

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. There is a $20 late penalty for failing to do so.

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. There is a $20 late penalty in New York.

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. There is a $25 late penalty in North Carolina.

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. North Dakota has a $20 late penalty.

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. There is a $25 late penalty.

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. 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. There is no late penalty.

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. Failure to do so within 20 days can lead to a written warning, which can lead to a $25 penalty.

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. Failure to do so can result in a $20 late fee.

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. A $25 late penalty exists for employers who fail to report within 14 days.

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. 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. Failing to do so within that time frame can result in a $20 late fee.

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. Failing to do so can result in a $25 late penalty.

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. There is a $25 late penalty in Utah.

Vermont

All new hires and rehires must be reported within 10 days of their hire date to the Vermont New Hire Reporting Center. The necessary form is supplied by the Vermont Labor Department. There is no late penalty.

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.

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. There is a $25 late penalty in Washington.

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. There is a $25 late penalty for West Virginia employers who fail to do so within that time frame.

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. There is a $25 late penalty in Wisconsin.

Wyoming

All new hires must be reported within 20 days of their hire date to the Wyoming New Hire Reporting Center via a Form W-4 or equivalent. There is no late penalty in Wyoming.

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