California new hire reporting requirements

Rehired employees

Report employees rehired after being separated for at least 60 consecutive days, within 20 days of their start date. Source: dcss.ca.gov↗ (opens in a new tab)

Multistate employers

Employers with staff in more than one state may register with HHS and report all new hires electronically to one state where they have employees, instead of each state. Source: ssa.gov↗ (opens in a new tab)

Penalties

$24 for each failure to report a new employee, or $490 if the failure is intentional. Source: edd.ca.gov↗ (opens in a new tab)

The law and where to check

The law: Cal. Unemp. Ins. Code § 1088.5 (new employees); § 1088.8 (independent contractors) (opens in a new tab)

The agency: California Employment Development Department (EDD), New Employee Registry (opens in a new tab)

What federal law says

Federal law requires every employer to report each new hire to the state's new hire directory within 20 days, or sooner if the state sets a shorter deadline. States use the reports for child support. Source: Social Security Act § 453A↗ (opens in a new tab)

New hire reporting checklist for California employers

A simple order of work, based on the rules above. It is not a legal checklist.

1. Collect the employee's Form W-4 details on day one.
2. Report to the state shown above before the deadline.
3. Include every required data field, including any state extras.
4. Report rehires and, where required, independent contractors.
5. Multistate employers: pick one state and register with HHS, or report to each state.
6. Keep a copy or confirmation of each report.

More California employment law guides

• All California employment laws
• California final paycheck law
• California paid sick leave law
• California meal and rest break laws
• California overtime law
• California pay frequency law
• California vacation and PTO payout law
• California at-will exceptions

New hire reporting laws in other states

See every state on one page, or pick a 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

Disclaimer: This guide provides general information based on publicly available official sources and is for information only. It is not legal, tax, payroll or employment-law advice and does not guarantee compliance with federal, state or local requirements. Rules can depend on your location, industry, contracts and other circumstances, and laws change. Always check the official source, the relevant government agency or a qualified professional before making a decision. MadyHR.ai accepts no responsibility for any action taken based on this page.

Last checked: October 19, 2026. Every rule and source link on this page was checked against the official government source on this date. Laws change, so always open the source link before you act.