Rehired employees
A rehire is someone who was separated from your company for 60 or more consecutive days. Source: tax.ny.gov↗ (opens in a new tab)
Multistate employers
Multistate employers may report all new hires to New York if they designate New York as their reporting state. Source: tax.ny.gov↗ (opens in a new tab)
Penalties
$20 for each employee not reported on time, and $20 for each false or incomplete report. Source: tax.ny.gov↗ (opens in a new tab)
The law and where to check
The law: N.Y. Tax Law § 171-h (opens in a new tab)
The agency: New York State Department of Taxation and Finance, New Hire Reporting (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 New York 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 New York employment law guides
- All New York employment laws
- New York final paycheck law
- New York paid sick leave law
- New York meal and rest break laws
- New York overtime law
- New York pay frequency law
- New York vacation and PTO payout law
- New York 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.