The HR Dictionary

New Hire Report

Federal and national regulations require employers to report new hires within 20 calendar days from the date the worker begins earning wages. All employers are required to document newly employed or re-hired employees to the new hire Reporting under federal law. This includes all levels of employees. New Hire records is specifically used in preventing fraudulent reemployment assistance claims and fraudulent benefit assistance claims. 

Federal law requires the below seven data elements in a new hire report:

  1. Employee’s name
  2. Employee's address
  3. Social Security Number (SSN)
  4. Date of hire (the date the employee first performs services for pay)
  5. Employer’s name
  6. Employer's address
  7. Federal Employer Identification Number (FEIN)

Reports must be made either on a copy of the Form W-4 or a form developed by the employer. New-hire reports should be sent to the State Directory of New Hires (SDNH) in the state where the employee works. Federal employers report new-hire data directly to the National Directory of New Hires (NDNH).

Many states accept input through the mail, fax, interactive smartphone systems, E-mail, national websites, and different electronic or magnetic media.