Multistate employers
An employer that reports electronically and has staff in other states may send all new hire reports to one state, after telling the U.S. Department of Health and Human Services in writing. Source: ilga.gov↗ (opens in a new tab)
Rehired employees
Rehired employees (back after 60 or more days away) must be reported the same way as new hires. Source: ssa.gov↗ (opens in a new tab)
Penalties
$15 for each person an employer knowingly fails to report. Conspiring with a worker to skip or falsify a report is a Class B misdemeanor with a fine up to $500 per employee. Source: ilga.gov↗ (opens in a new tab)
The law and where to check
The law: 820 ILCS 405/1801.1 (as amended by Public Act 103-0343) (opens in a new tab)
The agency: Illinois Department of Employment Security (IDES) - Illinois New Hire Directory (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 Illinois employers
A simple order of work, based on the rules above. It is not a legal checklist.
- Collect the employee's Form W-4 details on day one.
- Report to the state shown above before the deadline.
- Include every required data field, including any state extras.
- Report rehires and, where required, independent contractors.
- Multistate employers: pick one state and register with HHS, or report to each state.
- Keep a copy or confirmation of each report.
More Illinois employment law guides
- All Illinois employment laws
- Illinois final paycheck law
- Illinois paid sick leave law
- Illinois meal and rest break laws
- Illinois overtime law
- Illinois pay frequency law
- Illinois vacation and PTO payout law
- Illinois 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
Sources
All official government sources, last checked October 19, 2026.
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: . 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.