Ways to Report

Enter Manually

Best for less than 10 New Hires

Use a web form to enter new hires one at a time. No account is required.

Upload a File

Best for 10 or more New Hires

Use a template document to upload all of your new hires at once. No account is required.

Secure File-Transfer

Enables Automation of Reporting

Use SFTP to send a file to our server. Requires you to request SFTP credentials.

*Employers that do not employ across multiple states may report New Hires via non-electronic mail or fax. Please use the approved Commonwealth New Hire Reporting Form to ensure that your report is processed accurately and timely. Payroll service providers are prohibited from using non-electronic methods to submit their new hires if a client is a multi-state employer.

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About the New Hire Reporting Program


New Hire Reporting is a process by which employers report certain required information on all employees hired on or after January 1, 1998. Under both federal and state law--the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C. 653a and Pennsylvania Consolidated Statutes, Title 23, Chapter 43, Sections 4391 through 4396--all employers are required to report this information on their newly hired, re-hired, and temporary employees to their state new hire directory. Pennsylvania's New Hire Reporting Program is the mechanism for doing so.

From the new hire information submitted by employers, Pennsylvania matches against open child support case records to locate noncustodial parents, establish child support orders, or enforce existing orders. Pennsylvania also transmits the new hire data to the National Directory of New Hires for matching against child support orders from other states. Each year, new hire reporting leads to the collection of $30 million to $50 million in child support, based on wage garnishment of the noncustodial parent (obligor) wages.

By reporting their new hires to the Program, employers comply with child support laws, and help themselves and the children in Pennsylvania by:

  • Increasing the amount of child support collections

  • Saving taxpayer dollars

  • Preventing and reducing fraud

  • Promoting a stable and reliable workforce

  • Encouraging a future skilled workforce

  • Finally, the new hire information is used to detect possible fraud activity in the Unemployment Compensation (UC) and Worker’s Compensation (WC) benefit programs, and aid in identifying and recovering overpayments. Each year, over $2 million is recovered for employers, through matching these new hire reports to claims for benefits, and recouping fraudulent payments.

    To aid employers in reporting their new hires to the Pennsylvania New Hire Reporting Program, the following definitions related to new hire-reporting are listed here.

    New Hire Glossary of Terms
    Contact Name
    An individual at the employer’s establishment who is authorized to answer questions on the new hire information submitted to the New Hire Reporting Program. This is the person New Hire Customer Service will contact if there is a problem with the New Hire Report.
    Electronic Reporting
    A valid and preferred method of reporting new hires to the Program, whereby the submission is made via online at the Pennsylvania CareerLink website through file upload or data entry, or by Secure File Transfer Protocol (SFTP).
    Employee
    An individual who performs services for remuneration regardless of age.
    Employer
    Federal legislation states that an "employer" for New Hire reporting purposes is the same as for Federal income tax purposes and includes any governmental entity or labor organization. At a minimum, in any case where an employer is required to give an individual a W-2 form, the employer must meet the New Hire reporting requirements.
    Employer Name
    The legal name that is registered with your Federal Employer Identification Number (FEIN).
    FEIN
    Federal Employer Identification Number, as assigned by the Internal Revenue Service (IRS). This is the number that is used for reporting all federal tax information.
    Manual Reporting
    A valid—but not preferred—method of reporting new hires to the Program, whereby the submission is made via toll-free fax, or by paper form (either the standard Commonwealth New Hire Reporting Form, or suitable substitute) through the mail.
    Multi-State Employer
    An employer with employees in more than one state. Multistate employers must register themselves as such with the national Multistate Employer Registry, and may not report new hires manually to the Program; they must use an electronic reporting method.
    Date of Hire
    The Date Of hire is the first day services are performed for wages by the individual. Employers must report their new hires to the Program within twenty (20) days of the Date of Hire.
    New Hire
    A newly hired employee or a former employee returning from a layoff, rehired following termination, rehired following a separation, or returning from a requested leave of absence without pay greater than 30 days.
    Pennsylvania Consolidated Statutes, Title 23, Chapter 43, Sections 4391 through 4396
    Pennsylvania State law, which requires all Commonwealth of Pennsylvania employers to report their newly hired employees.
    PRWORA
    Personal Responsibility and Work Opportunity Reconciliation Act of 1996 and 42 U.S.C. 653a. The federal law that requires all employers to comply with the New Hire Reporting program.

    Reporting Requirements

    Employers doing business in the Commonwealth of Pennsylvania must report the following employees:

    New Employees
    Employers must report all employees who reside or work in the Commonwealth of Pennsylvania. Employees should be reported even if they work only one day and are terminated or leave employment prior to the employer fulfilling the new hire reporting requirement. However, if the employee never earned wages, or worked as a volunteer without pay, he/she does not need to be reported.

    Re-hires or Re-called employees
    Employers must report rehires, or employees who return to work after not receiving wages for more than 30 calendar days. This includes being laid off, furloughed, separated, or terminated from employment for any reason. Examples of such employees include teachers, substitutes, seasonal workers, etc.

    Temporary employees
    Temporary agencies are responsible for reporting any employee who they hire to report for an assignment. Employees need to be reported only once; they do not need to be re-reported each time they report to a new assignment. They do need to be reported as a rehire if the worker has a break in service or gap in wages from the temporary agency.

    For each newly-hired employee, the information shown in the following chart must be reported by the employer.

    Employer Data
    Employer Company Name
    Legal Name
    Employer Street Address
    Address to which Income Withholding Orders should be sent; Post Office boxes are not acceptable.
    Employer City, State, ZIP Code
    Employer’s Federal Employer Identification Number (FEIN)
    If the employer has more than one FEIN, report the same FEIN to the New Hire Program as was reported on the quarterly payroll and wage report to the Commonwealth.
    Employer Contact Person Name
    The Name of the person submitting the report to the New Hire Program.
    Employer Contact Person Phone Number
    Employer Contact Person Phone Number Extension (Optional)

    Employee Data
    Employee Full Legal Name
    First, Middle, Last Name; Nicknames are prohibited
    Employee Street Address
    Post Office boxes are not acceptable.
    Employee City, State of Hire, ZIP Code
    Employee Social Security Number (SSN)
    Please verify for accuracy; Alien Work Registration 'A' Number, Form I-94 Admission Number or US Visa Number is NOT accepted in place of a valid SSN.
    Employee Date of Hire
    May not be older than three [3] years, or more than thirty [30] days into the future, from the date the report is submitted to the New Hire Program.
    Employee State of Hire
    Required for all data submitted by electronic reporting method; Multistate employers MUST include this information in the report.
    Employee Date of Birth (Optional)

    Multistate Employers

    If you are an employer with employees in more than one state, you are considered a Multistate employer. Multistate employers have two options for reporting their new hires:

    Options for Multi-State Employers to Report New Hires
    Option # 1
    Report newly-hired employees to the state in which they are working. This option requires the employer to follow the new hire reporting policies of each state to which you will report. Click the links below to access Federal New Hire Contact Information for All States:

    Option # 2
    Select one state where you have employees working and report all new hires to that state electronically. Employers using this option are required to follow only the new hire reporting policies of the state to which you are submitting your new hire reports. This method can save time and money by consolidating their new hire reports and electronically submitting them to a single state.


    If Option #2 is your selected method for reporting your new hires, you must register with the U.S. Department of Health and Human Services as a Multistate Employer, designating to which state you will submit all your new hire information. You may notify the Department in one of the following two ways:

    Register as a Multistate Employer using the Office of Child Support Enforcement
    Option # 1
    Register as a Multistate Employer using the Office of Child Support Enforcement Multi-State Employer Notification Form for New Hire (W4) Reporting. The form may be downloaded and printed, or you may request a copy of the form by calling (410) 277-9470. Once completed, the form can be faxed or mailed to the Office of Child Support Enforcement, Multistate Employer Notification:

    Department of Health and Human Services
    Administration for Children and Families
    Office of Child Support Enforcement
    Multistate Employer Notification
    P.O. Box 509
    Randallstown, MD 21133
    Fax: (410) 277-9325
    Option # 2
    Mail or fax a notification to the address listed above using your own letterhead or form, being sure to include the following information:
    • Employer legal name
    • Employer Federal Employer Identification Number (FEIN)
      If you have more than one FEIN, please make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.
    • Employer address
    • Employer phone number
    • Employer contact name
    • Employer contact phone number
    • State to which employer will be reporting
    • A list of all states in which the employer currently has employees

    Multistate new hire reports must be submitted electronically via this website, or as a file that adheres to Pennsylvania New Hire Reporting Program file submission layout specifications


    Frequently Asked Questions

    Who needs to be reported as a new hire?
    All employers doing business and having employees in Pennsylvania--regardless of their industry, occupation, profit status, or size—are required by law to report each new hire to the Program, if the individual is considered an employee for the purposes of federal income tax withholding. This includes: newly-hired employees of all legal ages to work, regardless of the number of hours (full-time or part-time); those employees in a probationary period, or are seasonal or intermittent; employees rehired following a termination or separation; and those returning to work following a layoff or requested leave of absence without pay greater than 30 consecutive days. Employee terminations are not reportable to the Pennsylvania New Hire Reporting Program, but if the terminated employee is paying on a child support order (as a noncustodial parent-obligor), the termination must be reported to the local County Domestic Relations Office handling the child support order, through the Pennsylvania Department of Human Services, Bureau of Child Support Enforcement. Call 1-800-932-0211 for more information on reporting terminations of child support obligors.
    Why do I need to report my new hires--isn’t this information already reported to Pennsylvania through other programs?
    New hire data are used to ensure child support for dependent children is collected and provided to the custodial parent, through garnishment of the noncustodial parent’s wages. This reduces the burden on other public assistance programs, by replacing those dollars with wages earned through the obligor’s employment. The data are also used to detect fraud in Unemployment Compensation and Worker’s Compensation programs administered by the department. Each year due to new hire reporting, more than $30 million is collected in child support in Pennsylvania, and over $2 million is recouped for employers through fraud detection. Yes, employers are required to report their quarterly payroll and wages paid to each employee to the commonwealth. However, these quarterly reports are not timely enough to quickly locate obligors who owe child support, nor do they allow fraudulent activity to be promptly uncovered. Only though timely new hire reporting (within 20 days of the Date of Hire) by employers to the Program can fraud be uncovered and monies recouped, to the benefit of participating employers.
    What are the methods of reporting new hire information?
    Electronic reporting―especially online reporting through this Pennsylvania CareerLinks website―is the preferred method of submitting new hire data, because it is secure, reduces processing time, and eliminates paper and postage costs. File upload of a new hire data file in excel, text or XML-compatible format using the web upload feature—or data entry of the information through the website—is preferred. Secure File Transfer Protocol (SFTP) is also a preferred method of submitting data; contact Program Customer Service for more details on this method. For employers who use a third-party payroll service, the payroll service may report the employers' new hire data on their behalf, through file upload or SFTP.
    Are my employer and employee data secure when using this website?
    Yes. Online new hire reporting is secure, efficient, and ensures both reporting accuracy and data confidentiality. The Pennsylvania CareerLinks website—including new hire screens—uses Secure Socket Layering (SSL) encryption protocol to safeguard sensitive personally identifiable information (PII) during online transactions. Employer company information is password protected, and new hire reports are transmitted through secure servers. Information is encrypted from your employer worksite computer to the servers processing the request. After online submission, employers receive a confirmation that their new hire data was transacted, for future reference.
    I don’t want to use this website—what other methods are available to me, to submit new hire information to the Program?
    Besides the preferred electronic methods, employers may also submit their new hire information via toll-free fax, or by standard postal mail. Employers reporting via fax or mail may submit either IRS Form W-4, the standard Commonwealth New Hire Reporting Form (available on this website), or a suitable substitute. Note, when using IRS Form W-4: Date of Hire, Contact Name and Contact Phone Number must be listed separate, and providing a signature date is not valid as a date of hire. On the form, employers should be sure to complete all employee and employer information, including lines 10 & 12. For more information on fax or paper reporting, visit the "Learn More…Other Reporting Methods" section of this website.

    Contact Us

    For questions about new hire reporting or more information, employers may contact the Pennsylvania New Hire Reporting Program through the following channels. Do not submit new hire data through email.

    Phone
    (888) PAHIRES or (888) 724-4737

    Email
    RA-LI-CWDS-NewHire@pa.gov

    Toll-Free Fax
    (866) 748-4473
    Mail
    Commonwealth of Pennsylvania
    New Hire Reporting Program
    P.O. Box 69400
    Harrisburg, PA 17106-9400