Pick your state
- Alabama
- Alaska
- Arizona
- Arkansas
- California
- Colorado
- Connecticut
- Delaware
- District of Columbia
- Florida
- Georgia
- Hawaii
- Idaho
- Illinois
- Indiana
- Iowa
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- Nevada
- New Hampshire
- New Jersey
- New Mexico
- New York
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Oregon
- Pennsylvania
- Rhode Island
- South Carolina
- South Dakota
- Tennessee
- Texas
- Utah
- Vermont
- Virginia
- Washington
- West Virginia
- Wisconsin
- Wyoming
New hire reporting rules at a glance
A short summary for each state. Open a state for the details, exceptions and sources.
| State | Deadline to report | How to report |
|---|---|---|
| Alabama | Within 7 days of the date of hire or reemployment, much shorter than the federal 20 days. Source: workforce.alabama.gov↗ (opens in a new tab) | Employers with 5+ employees must report online through the New Hire Center (labor.alabama.gov/NewHire). Smaller employers may mail or fax a copy of the W-4. Source: workforce.alabama.gov↗ (opens in a new tab) |
| Alaska | Within 20 days of the hire, rehire or return-to-work date. Source: childsupport.alaska.gov↗ (opens in a new tab) | Online through the myAlaska web application (Submit Employee Hirings to CSSD). CSSD no longer accepts faxed new-hire reports. Source: childsupport.alaska.gov↗ (opens in a new tab) |
| Arizona | Within 20 days of the hire date. Electronic filers send two reports a month, no more than 16 days apart. Source: newhire-reporting.com↗ (opens in a new tab) | Online at the Arizona New Hire Reporting Center, file upload or FTP, or paper reports by mail or fax. Source: newhire-reporting.com↗ (opens in a new tab) |
| Arkansas | Within 20 days after the employee is hired, rehired or returns to work. Source: myworkers.ocse.arkansas.gov↗ (opens in a new tab) | Online through the Division of Workforce Services Tax21 system, by web entry or a data file from payroll software. Source: dws.arkansas.gov↗ (opens in a new tab) |
| California | Within 20 days of the start-of-work date (first day services were performed for wages). Source: edd.ca.gov↗ (opens in a new tab) | Online through EDD e-Services for Business, by fax to (916) 319-4400, or by mail to EDD Document Management Group, MIC 96, PO Box 997016, West Sacramento, CA 95799-7016. Source: dcss.ca.gov↗ (opens in a new tab) |
| Colorado | Within 20 calendar days of hire, or on the first scheduled payroll after that if later. Electronic filers report twice a month, 12 to 16 days apart. Source: childsupport.colorado.gov↗ (opens in a new tab) | Online through the Colorado new hire portal at newhire.state.co.us. Source: childsupport.colorado.gov↗ (opens in a new tab) |
| Connecticut | Within 20 days of hiring. Employers reporting by secure FTP must report within 14 days. Source: business.ct.gov↗ (opens in a new tab) | Online through the CT Department of Labor new hire portal (www1.ctdol.state.ct.us/newhires), or by secure FTP file with prior approval. Source: business.ct.gov↗ (opens in a new tab) |
| Delaware | Within 20 days after an employee is hired, rehired or returns to work. Electronic filers send two reports a month, no more than 16 days apart. Source: newhire-reporting.com↗ (opens in a new tab) | Online or file upload at the Delaware new hire site, FTP, or paper reports by mail (PO Box 19, Ridgeland, MS 39158) or fax (855) 481-0047. Source: newhire-reporting.com↗ (opens in a new tab) |
| District of Columbia | Within 20 days of each person's hire or rehire date. Source: oag.dc.gov↗ (opens in a new tab) | Online at dc-newhire.com (register with your FEIN and email), by file transfer from payroll software, or by mail. Source: oag.dc.gov↗ (opens in a new tab) |
| Florida | Within 20 days of hire or rehire. For contractors, within 20 days of the contract start or first payment. Source: servicesforemployers.floridarevenue.com↗ (opens in a new tab) | Online at Child Support Services for Employers (Florida DOR), electronic file, or mail to PO Box 6500, Tallahassee, FL 32314-6500, or fax (850) 656-0528. Source: floridarevenue.com↗ (opens in a new tab) |
| Georgia | Within 10 days after the employee is hired, rehired or returns to work. Electronic filers send two reports a month, no more than 16 days apart. Source: ga-newhire.com↗ (opens in a new tab) | Online at ga-newhire.com, file upload or FTP, mail to PO Box 3068, Trenton, NJ 08619, or fax (404) 525-2983 or (888) 541-0521. Source: ga-newhire.com↗ (opens in a new tab) |
| Hawaii | Within 20 days of hire. Electronic filers report twice a month, 12 to 16 days apart. Source: data.capitol.hawaii.gov↗ (opens in a new tab) | Mail or fax (808) 692-7001 a W-4 or report to CSEA New Hire Reporting, 601 Kamokila Blvd., Suite 251, Kapolei, HI 96707, or use SFTP. No internet reporting. Source: ag.hawaii.gov↗ (opens in a new tab) |
| Idaho | Within 20 days of the date of hire. Source: labor.idaho.gov↗ (opens in a new tab) | Online through the IDOL Employer Portal (manual entry or upload), or mail or fax (208) 332-7411 the New Hire Reporting Form to 317 W. Main St., Boise, ID 83735-0760. Source: labor.idaho.gov↗ (opens in a new tab) |
| Illinois | Within 20 days of the worker's first day of work for pay. Electronic filers may instead send two transmissions a month, 12 to 16 days apart. Source: ilga.gov↗ (opens in a new tab) | Online through the IDES new hire site, by electronic file, by fax to 217-557-1947, or by mail to IDES New Hire, 115 S. LaSalle St, Chicago, IL 60603-3820. Source: ides.illinois.gov↗ (opens in a new tab) |
| Indiana | Within 20 days of the hire or rehire date. Source: in.gov↗ (opens in a new tab) | Online at in-newhire.com (web form or file upload), by fax to 800-408-1388, or by mail to Indiana New Hire Reporting Center, P.O. Box 3006, Dublin, OH 43016. Source: secure.in.gov↗ (opens in a new tab) |
| Iowa | Within 15 days of hiring or rehiring, shorter than the federal 20 days. Contractors are due within 15 days after the reporting conditions are met. Source: legis.iowa.gov↗ (opens in a new tab) | Online through the Iowa EPAY employer site, by fax to 800-759-5881, or by mail to Iowa Centralized Employee Registry, PO Box 10322, Des Moines, IA 50306-0322. Source: secureapp.dhs.state.ia.us↗ (opens in a new tab) |
| Kansas | Within 20 days of hire, rehire or return to work. Reporting within 20 calendar days meets both the statute and state guidance. Source: ksrevisor.gov↗ (opens in a new tab) | Online through KDOL, by fax to 888-219-7798, or by mail to Kansas New Hire Directory, P.O. Box 3510, Topeka, KS 66601-3510. Questions: 888-219-7801. Source: dol.ks.gov↗ (opens in a new tab) |
| Kentucky | Within 20 days of hiring or return to work, counted from the first day the employee works for pay. Source: apps.legislature.ky.gov↗ (opens in a new tab) | Online at ky-newhire.com, by fax to 800-817-0099, or by mail to New Hire Reporting Center, P.O. Box 138007, Sacramento, CA 95813-8007. A W-4 copy is accepted. Source: REVENUE.KY.GOV↗ (opens in a new tab) |
| Louisiana | Within 20 days of hiring or rehiring. Electronic filers may send two transmissions a month, 12 to 16 days apart. Source: legis.la.gov↗ (opens in a new tab) | Online at la-newhire.com, by secure file transfer (SFTP), by mail to Louisiana Directory of New Hires, P.O. Box 122, Norwell, MA 02061, or by fax to 888-223-1462. Source: dcfs.louisiana.gov↗ (opens in a new tab) |
| Maine | Within 7 days of the first day the employee works for pay, much shorter than the federal 20 days. Contractors are also due within 7 days. Source: legislature.maine.gov↗ (opens in a new tab) | Through the DSER New Hire Portal, electronic file (FTP) or fax. Employers with more than 25 new hires must report electronically. Source: menh-web.stellarware.com↗ (opens in a new tab) |
| Maryland | Within 20 days of the employee starting work. Electronic filers sending twice a month must space reports 12 to 16 days apart. Source: mgaleg.maryland.gov↗ (opens in a new tab) | Online at mdnewhire.com, by fax to 410-281-6004 or 888-657-3534, or by mail to Maryland New Hire Registry, PO Box 1316, Baltimore, MD 21203-1316. Source: secure-2.dllr.state.md.us↗ (opens in a new tab) |
| Massachusetts | Within 14 days of the worker's first day of work, shorter than the federal 20 days. Source: mass.gov↗ (opens in a new tab) | Employers with 25 or more employees must file online through MassTaxConnect. Smaller employers may mail or fax Form NHR. Source: mass.gov↗ (opens in a new tab) |
| Michigan | Within 20 days of the hire or rehire date (the first day of paid work). Electronic filers report twice a month, 12 to 16 days apart. Source: michigan.gov↗ (opens in a new tab) | Online at mi-newhire.com, by fax to 877-318-1659, or by mail to Michigan New Hires Operation Center, PO Box 85010, Lansing, MI 48908-5010. Phone 800-524-9846. Source: michigan.gov↗ (opens in a new tab) |
| Minnesota | Within 20 calendar days of the hire date. Hires expected to last under two months and earn under $250 a month need not be reported. Source: revisor.mn.gov↗ (opens in a new tab) | Online or by file upload or FTP through the Minnesota New Hire Reporting Center, or by fax or mail using the state form, a W-4 or a printed list. Source: newhire-reporting.com↗ (opens in a new tab) |
| Mississippi | Within 15 calendar days of hiring, rehiring or return to work, shorter than the federal 20 days. Source: mdhs.ms.gov↗ (opens in a new tab) | Online at ms-newhire.com, by file transfer, by fax to 800-937-8668, or by mail to Mississippi State Directory of New Hires, P.O. Box 437, Norwell, MA 02061. Source: mdhs.ms.gov↗ (opens in a new tab) |
| Missouri | Within 20 calendar days of the hire date. Source: missouriemployer.dss.mo.gov↗ (opens in a new tab) | Online through the Missouri employer website, by electronic file, by fax to 877-573-6172, or by mail to Missouri Department of Revenue, PO Box 3340, Jefferson City, MO 65105-3340. Source: missouriemployer.dss.mo.gov↗ (opens in a new tab) |
| Montana | Within 20 days of the hire or rehire date. Electronic filers may instead send two reports a month, 12 to 16 days apart. Source: mca.legmt.gov↗ (opens in a new tab) | Online through DPHHS, by file transfer, or by mail to PO Box 8013, Helena, MT 59604-8013, or fax (888) 272-1990. Do not email reports. Source: dphhs.mt.gov↗ (opens in a new tab) |
| Nebraska | Within 20 days of the hire date. Electronic filers may send two monthly transmissions 12 to 16 days apart. Source: ne-newhire.com↗ (opens in a new tab) | Online at the Nebraska New Hire Reporting website, by electronic file, or by mailing or faxing the state form, a printed list or a W-4. Source: dhhs.ne.gov↗ (opens in a new tab) |
| Nevada | Within 20 days of hire, or twice a month if reporting electronically. Source: detr.nv.gov↗ (opens in a new tab) | Online by secure file transfer (preferred), or mail or fax the form or a W-4 to DETR New Hire Unit, 500 East Third Street, Carson City, NV 89713-0033; fax 775-684-6379. Source: detr.nv.gov↗ (opens in a new tab) |
| New Hampshire | Within 20 days of the first day of paid work. For contractors, within 20 days of the contract or payments going over $2,500. Source: mm.nh.gov↗ (opens in a new tab) | Online through the NHES New Hire Reporting System, or mail a W-4 (W-9 for contractors) to NHES, PO Box 2092, Concord, NH 03302-2092, or fax (603) 224-0825. Source: mm.nh.gov↗ (opens in a new tab) |
| New Jersey | Within 20 days of hire. Source: njchildsupport.gov↗ (opens in a new tab) | Online through the New Jersey Child Support Employer Services Portal (njcsesp.com). Source: njchildsupport.gov↗ (opens in a new tab) |
| New Mexico | Within 20 days of the hire date, for full-time, part-time and temporary employees. Source: hca.nm.gov↗ (opens in a new tab) | Online at the NM New Hire website (nm-newhire.com) or the New Mexico Employer Online Portal; also by file upload, or mailing or faxing the form, a printed list or W-4. Source: hca.nm.gov↗ (opens in a new tab) |
| New York | Within 20 calendar days of hire. For nonresident visa workers, 20 days from receiving a Social Security number. Source: tax.ny.gov↗ (opens in a new tab) | Online at the NY New Hire Online Reporting Center, or fax Form IT-2104 to 518-320-1080, or mail to NYS Tax Dept, New Hire Notification, PO Box 15119, Albany NY 12212-5119. Source: tax.ny.gov↗ (opens in a new tab) |
| North Carolina | Within 20 days after the employee is hired, rehired or returns to work. Electronic filers send two monthly transmissions no more than 16 days apart. Source: ncnewhires.ncdhhs.gov↗ (opens in a new tab) | Online web upload or file transfer, or fax or mail the state form, a printed list or a W-4. A payroll service may report for you. Source: ncnewhires.ncdhhs.gov↗ (opens in a new tab) |
| North Dakota | No later than 20 days after the first day the person works for pay. Source: hhs.nd.gov↗ (opens in a new tab) | Online at childsupportnd.gov or web file transfer. Employers with more than 24 employees must report electronically; smaller ones may also use the form, a printed list or W-4. Source: hhs.nd.gov↗ (opens in a new tab) |
| Ohio | No later than 20 days after hiring an employee or engaging or re-engaging a contractor. Source: codes.ohio.gov↗ (opens in a new tab) | By mail, fax, or electronic means as Ohio Job and Family Services directs. Mailed reports count as filed on the postmark date. Source: codes.ohio.gov↗ (opens in a new tab) |
| Oklahoma | Within 20 days of the employee's start date. Source: oklahoma.gov↗ (opens in a new tab) | Online through the OESC New Hire Reporting System, or on paper Form OES-112 if you cannot report online. Source: oklahoma.gov↗ (opens in a new tab) |
| Oregon | Within 20 days of the hire date. Source: doj.state.or.us↗ (opens in a new tab) | Online through the Oregon Child Support employer portal (OregonChildSupport.gov/employerportal). Source: doj.state.or.us↗ (opens in a new tab) |
| Pennsylvania | Within 20 days of the date of hire. Source: pacareerlink.pa.gov↗ (opens in a new tab) | Online through PA CareerLink (manual entry, file upload or secure file transfer), fax 866-748-4473, or mail to New Hire Reporting Program, PO Box 69400, Harrisburg, PA 17106. No email. Source: pa.gov↗ (opens in a new tab) |
| Rhode Island | Within 14 days of the employee's start date or reinstatement date. This is shorter than the federal 20-day default. Source: webserver.rilegislature.gov↗ (opens in a new tab) | Online at ri-newhire.com, by faxing the W-4 to 888-430-6907, or by mailing media to the RI State Directory of New Hires, PO Box 335, Holbrook, MA 02343. Source: ocss.ri.gov↗ (opens in a new tab) |
| South Carolina | Within 20 days of the hire or rehire date, matching the federal deadline. Source: scbos.sc.gov↗ (opens in a new tab) | Online through the SC New Hire portal at newhire.sc.gov, or by mail or fax. Source: ocsp.acf.hhs.gov↗ (opens in a new tab) |
| South Dakota | Within 20 days of the employee's first day of work for wages. Source: dlr.sd.gov↗ (opens in a new tab) | Online form or file transfer through the state portal, phone 605-626-2942, fax 888-835-8659, or mail to New Hire Reporting Center, Aberdeen, SD. Source: dlr.sd.gov↗ (opens in a new tab) |
| Tennessee | Within 20 days of hire, rehire or return to work. Electronic filers may send two monthly transmissions no more than 16 days apart. Source: tnnewhire.com↗ (opens in a new tab) | Online at tnnewhire.com, electronic file upload from payroll or HR software, or by mail or fax. Source: tnnewhire.com↗ (opens in a new tab) |
| Texas | Within 20 calendar days of hire. Electronic filers may send two monthly transmissions 12 to 16 days apart. Source: www2.texasattorneygeneral.gov↗ (opens in a new tab) | Online through the Attorney General employer portal, by mail to ENHR Operations in Austin, by phone 800-850-6442, or by fax 800-732-5015. Source: www2.texasattorneygeneral.gov↗ (opens in a new tab) |
| Utah | No later than 20 days after the date of hire or rehire. The department may approve semimonthly reporting 12 to 16 days apart. Source: le.utah.gov↗ (opens in a new tab) | Online at jobs.utah.gov/employer (select Report New Hires), by phone for up to three hires, or by mail or fax. Source: jobs.utah.gov↗ (opens in a new tab) |
| Vermont | Within 10 calendar days of the first day the employee performs work for pay. Half the federal 20-day default. Source: legislature.vermont.gov↗ (opens in a new tab) | Online through Employer Online Services on the Vermont Department of Labor website, or by mail or fax (form C-61 or a completed W-4), or approved CD. Employers filing more than 10 reports must file electronically. Source: labor.vermont.gov↗ (opens in a new tab) |
| Virginia | Within 20 days of employment for employees, and within 20 days of the start of the contract for independent contractors. Source: law.lis.virginia.gov↗ (opens in a new tab) | Online or by file transfer at va-newhire.com, by mail, fax 800-688-2680, or phone 800-979-9014. A W-4 or W-9 copy is accepted. Source: dss.virginia.gov↗ (opens in a new tab) Source: law.lis.virginia.gov↗ (opens in a new tab) |
| Washington | Within 20 days of hiring, rehiring or return to work. Electronic filers may send two monthly transmissions 12 to 16 days apart. Source: app.leg.wa.gov↗ (opens in a new tab) | Online through DCS Online via Secure Access Washington (preferred), fax 800-782-0624, phone 800-562-0479, or mail to New Hire Program, PO Box 9023, Olympia, WA 98507-9023. Source: dshs.wa.gov↗ (opens in a new tab) |
| West Virginia | Within 14 days of the hire, rehire or return-to-work date. Electronic filers may send two monthly submissions 12 to 16 days apart. Source: code.wvlegislature.gov↗ (opens in a new tab) | Online at wv-newhire.com, by electronic file, mail, fax or mobile app. Source: ocsp.acf.hhs.gov↗ (opens in a new tab) |
| Wisconsin | Within 20 days after the date the employee starts work. Source: dwd.wi.gov↗ (opens in a new tab) | Online at wi-newhire.com (single entries or file upload), or mail or fax Form WT-4 or a W-4 showing date of birth and hire date. Email is not accepted. Source: dwd.wi.gov↗ (opens in a new tab) |
| Wyoming | Within 20 days of hiring. Electronic filers may instead send two monthly transmissions 12 to 16 days apart. Source: wyoleg.gov↗ (opens in a new tab) | Online upload or FTP through the Wyoming New Hire Reporting Center, paper form or W-4 by fax or mail, or through a payroll service. Source: newhire-reporting.com↗ (opens in a new tab) |
