New hire reporting requirements by state

Both federal and state law require employers to report specific information about newly hired and rehired or recalled employees to designated state agencies shortly after work begins. All 50 states and the District of Columbia maintain a State Directory of New Hires (SDNH), and federal law establishes the minimum reporting standards employers must follow—including who must be reported, which data elements must be submitted, how quickly reports must be filed, and the reporting methods permitted.

Many states go beyond federal standards by imposing shorter reporting deadlines, requiring additional data, or mandating that newly hired or rehired independent contractors be reported. State definitions for rehired or recalled employees can also differ from the federal standard of a 60‑day separation, and Texas uniquely includes certain previously employed individuals if a new Form W‑4 is required or the employee was never formally removed from payroll.

Employers operating in multiple states face additional requirements, as multistate employers must choose whether to report to each state individually or to submit all reports to one chosen state after registering with the federal Office of Child Support Services.

Our Fifty state chart on new hire reporting requirements provides the detailed state‑by‑state requirements that all employers must meet, along with the federal minimum standards governing new hire reporting nationwide.

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