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What file format is used for reporting?

The file format to be created is a fixed-width ASCII text file. We are unable to accept files that are not in this format.


Most human resources or payroll systems are able to export data in this format. If you are unfamiliar with this format please consult with the person who provides technical support for your human resources or payroll systems.

File Submission; Reporting Reqs
Does my payroll or human resources software already support the file submission layout?

To verify whether your software includes the option for creating an electronic new hire reporting file in our file layout, please contact the software manufacturer.


Many leading software companies now offer electronic new hire reporting as an option to their software packages. We will also work with software developers who wish to add the electronic new hire reporting feature to their products.


If your software does not currently offer an option to automatically create an electronic new hire report, you may be able to create your own file by exporting the information from the file submission layout into the correct format.

File Submission; Software; Reporting Reqs
What if I am unable to create a file using the file submission layout you require?

We want to make electronic new hire reporting as simple as possible for employers. Please contact us for  technical assistance and possible alternatives.

File Submission; Reporting Reqs
I am going to create a query that exports new hire data in the file submission layout you require. What other guidelines should I use when building a query to export data using this layout?

As a programmer or other technical staff please ensure your programming includes the following considerations:

  • Both new hires and re-hires are required to be reported. A re-hire is anyone who returns to work at your company. The query should include re-hires as well as new hires.
  • Employees who are hired, and then quickly terminated still need to be reported. The query should include  anyone hired within the prescribed date ranges, regardless of their employment status at the time the file is created.
  • Multistate new hire reports are required to be in electronic format, and also require the field “State of Hire” for each employee. For the purposes of new hire reporting, the "State of Hire" should be the state where the unemployment insurance taxes are paid.

Learn more on multistate new hire reporting.
File Submission; Reporting Reqs; Multistate
What if I am trying to report new hires for more than one company or Federal Employer Identification Number (FEIN)?
The file submission layout requires company information to be provided for each employee reported. This allows the layout to contain an unlimited number of different companies or FEINs.
 
Please note that this pertains to text files only.
File Submission; Reporting Reqs
My company has more than one FEIN and/or subsidiary, which FEIN do I list each new hire report under?

New hires must be reported using the same FEIN as the FEIN under which state quarterly wage reports are filed.

File Submission; Reporting Reqs
I am building a query that uses ranges of dates to select the new hires and re-hires that will be reported. What should I do to ensure that all new hires and re-hires are reported?
It is common for new hires and re-hires to begin working with a company before they are actually added to the payroll or human resources computer systems. Because of delays, someone that is hired or re-hired may not get reported if the delay is long enough that the new hire report is created before their information is inputted into the appropriate systems.

If you believe this situation is possible in your company, we recommend using an “overlapping date range” for your queries. Here is an example of a report that is sent every two weeks:

 
Report Creation Date Query Begin Date Query End Date
(When report is sent) (Beg range of Hire Date) (End Range of Hire Date)
June 1st May 1st May 31st
June 15th May 15th June 14th
July 1st June 1st June 30th
File Submission; Reporting Reqs
What if my company has operations in more than one location?
Multistate employers or employers with one or more subsidiary, location, or branch can save time and resources by consolidating new hire reporting into one central location. If possible, centralization of new hire reporting at the corporate office is recommended, using the multistate reporting method if applicable. This method reduces the collective time spent on complying with the new hire reporting requirements and shifts the responsibility from the remote branches to the corporate office where reporting can be ensured.

New Hire Reporting is required in all 50 states. If your business has employees in more than one state, please consider multistate electronic reporting. This option allows employers to send all their new hire reports for each state directly to just one state electronically. Registration is required.

Learn more on multistate reporting.
File Submission; Reporting Reqs; Multistate
What is the new hire law?
State and federal law (409.2576 F.S. and 42 U.S.C. 653A) require all employers to report newly hired and re-hired employees to a state directory within 20-days of their start date.  Employers who submit reports via magnet media (e.g., diskette) or electronically are required to submit the reports by two monthly transmissions, if necessary, not less than 12-days or more than 16-days apart.
General; Reporting Reqs
Who must report?
All employers and/or labor organizations in the State of Florida must report new hire information.

General; Reporting Reqs
Who must be reported?

Employers are required to report the following:

  • New employees: Employers must report all employees who reside or work in the State of Florida to whom the employer anticipates paying earnings. Employees should be reported even if they are terminated prior to the employer fulfilling the new hire reporting requirement.
  • Re-hires or re-called employees: Employers must report re-hires, or employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment, after having been separated from such prior employment for at least 60 consecutive days.
  • 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 client. They do need to be reported as a re-hire if the worker has a break in service or gap in wages from your company.
  • General; Reporting Reqs
    I’m self-employed, do I have to report myself as a new hire?
    Yes. Section 409.2576(3)(b), Florida Statutes, states that all employers shall give a report to the State Directory of New Hires.

    General; Reporting Reqs
    Are independent contractors exempt from reporting under this law?
    While we welcome Independent Contractors being reported, the law does not require employers to report them. The IRS provides strict guidelines on whether an individual is in fact an Independent Contractor or an employee. If you have questions regarding this guideline, please contact the IRS.

    General; Reporting Reqs
    Are labor unions and hiring halls exempt from reporting under this law?
    No. Labor unions and hiring halls must report their own employees; that is, individuals who work directly for the labor union or hiring hall. If the labor union or hiring hall simply refers individuals for employment, it does not need to file new hire reports for these actions. If a labor organization actually pays the individuals whom it refers (as opposed to having them paid by the person or entity to which they have been referred), the labor organization would be considered the "employer" and subject to the new hire reporting requirements.

    General; Reporting Reqs
    What information must I report?
  • Employer's 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's Name
  • Employer's Address
  • Employer’s Reemployment assistance identification number (if applicable)
  • Employee's Name (First, Middle, Last)
  • Employee's Address
  • Employee's Social Security Number
  • Employee's Date of Hire
  • Employee's State of Hire (only if reporting as a multistate employer)
  • Additional information may be required if reporting electronically. Learn more about electronic reporting specifications.

  • Reporting Reqs
    Where do I report new hires?
    Using our website's online reporting feature is a very popular choice for employers. This feature provides a printable confirmation of reports received and is available 24 hours a day, 7 days a week.

    Paper new hire reports may either be faxed or mailed to us at the following:

    Mail reports to:
    Florida New Hire Reporting Center
    P.O. Box 6500
    Tallahassee, FL   32314-6500

    Fax reports to:
    (850) 656-0528
    Toll-free: (888) 854-4762

    Reporting Reqs
    Where do I mail reports to?
    Mail reports to:
    Florida New Hire Reporting Center
    P.O. Box 6500
    Tallahassee, FL   32314-6500

    Reporting Reqs
    Where do I fax reports to?
    Fax reports to:
    (850) 656-0528
    Toll-free: (888) 854-4762

    Reporting Reqs
    How often must I report?
    Employers must report within 20-days of a new employee's hire date. Employers who submit reports via magnet media (e.g., diskette) or electronically are required to submit the reports by two monthly transmissions, if necessary, not less than 12-days nor more than 16-days apart.

    Reporting Reqs
    Is there another way to report other than submitting a new hire reporting form?
    Yes. We strongly suggest reporting electronically. You can either report new hires using our website or transmit a data file created by your company's human resources or payroll software. Electronic reporting will eliminate paperwork, increase the accuracy of the reports, allow for faster processing, and can save on postage and other costs. Electronic reporting can also qualify multistate employers to report new hires directly to one state.

    Reporting Reqs
    Are domestic employees (e.g., maid, nurse, gardener) required to be reported?
    Yes, an individual who is an employee for purposes of federal income tax withholding from wages is also an employee for new hire reporting purposes. If you need to determine if you should be paying federal income tax for your employees, please contact the IRS.

    Reporting Reqs; General
    I already provide employee information on my Quarterly Wage Reports. Why must I also report the employee as a new hire?
    New hire information from the Quarterly Wage Reports becomes available two to six months after the date of hire. When you immediately report new hires, there is an improved chance of locating the individual while employed and the required child support action can be promptly taken. In addition, fraudulent unemployment insurance, workers compensation, and welfare benefit payments can be quickly detected.
     
    Florida Statute 409.2576 requires all employers to submit their new hire reports within 20 days after the employee is hired or re-hired or returns to work. Employers who submit reports magnetically or electronically shall submit the reports in two monthly transmissions not more than sixteen days apart.

    Reporting Reqs; General
    Do temporary agencies have to report their new hires for every assignment?
    Yes. Temporary agencies are responsible for reporting their workers who sign a W-4 form and report to an assignment. Workers need to be reported only once; they do not need to be reported each time they report to a new client. If the worker has a break in service from your agency and a new W-4 form is required, then a new hire report is also needed.

    Reporting Reqs; General
    Do I need to report an employee who worked for a couple of hours or days and then quit?
    Yes, if the employee filled out a W-4 form and only worked for a few hours, that employee must be reported.

    Reporting Reqs
    Do I have to include my FEIN on line 10 of the W-4? The instructions say to include it only if I sent it to the IRS.
    Yes, if you are sending in your report by W-4, you must include the employer name, address, and Federal Employer Identification Number (FEIN) in blocks 8 and 10 of the W-4 form. 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.

    Reporting Reqs
    If I take over a business, do I have to report all of the employees?
    If the FEIN used to report the quarterly wage information does not change, then no, not if these employees have previously been reported. If you are unsure if employees have been previously reported, we recommend reporting any employee hired within the last 180 days. You must report any newly hired employee who is hired after that date you took over the business.

    If the FEIN used to report the quarterly wage information does change, then yes, you have to report all of the employees again.

    Reporting Reqs
    Do I need to report terminated employees as well as new hires?
    No. Only new hires and re-hires are required to be reported to the Florida New Hire Reporting Center. However, if the terminated employee had an Income Withholding Order for child support, the termination should be reported to the Child Support Program online at Employer Services.

    Reporting Reqs; General
    How do I report new hires?

    There are a variety of ways to report new hires, including online reporting, electronic reporting and by mail or fax. The options available are listed below.

    Electronic Reporting

  • Use this web site to report your new hires. This is the easiest and most efficient way to report new hires! Register here and start now! Already registered? Log in to report your new hires over the Internet.
  • Create Your Own Electronic New Hire Reports - Learn more about detailed instructions and electronic data transmission methods for creating electronic new hire reports.
  •  

    Non-Electronic Reporting

  • Printed List - If your software is unable to export your new hire information in our electronic format, you may be able to have your software create a printed list containing your new hire data. The printed list should contain all of the required information on the new hire reporting form and have the employer's name, Federal Employer Identification Number (FEIN), and address clearly displayed at the top of the report.  Please use at least a 10-point font size.
  • New Hire Reporting Form - You may download, print, fill out, and fax or mail us a new hire reporting form.
  • W-4 Form - If you choose to submit a W-4 form as a new hire report, please ensure that each W-4 is easily readable and has the employer's name, Federal Employer Identification Number (FEIN), and address written at the top of each form.

  • Paper new hire reports may either be faxed or mailed to us at the following:

    Mail reports to:
    Florida New Hire Reporting Center
    P.O. Box 6500
    Tallahassee, FL   32314-6500

    Fax reports to:
    (850) 656-0528
    Toll-free: (888) 854-4762

     

    Other Reporting Methods

    Payroll Service - If you use a payroll or accounting service, consider asking the service to report your new hires for you. Leading payroll services are already electronically reporting new hires for thousands of employers.


    Reporting Reqs
    How do I report new hires electronically?

    There are two ways to report electronically:

    • Create Your Own Electronic New Hire Reports: Employers can export their new hire information from their payroll or human resources software into a file that meets our layout specifications. Most software manufacturers provide technical support, and some software manufacturers have recently added electronic new hire reporting options to their latest upgrades. Please contact your payroll or human resources software manufacturers for electronic new hire reporting availability, or use our file submission layout to create your own file. You can also submit new hires using our Microsoft Excel file submission layout. You will need our file submission layout only if you find that your HR or Payroll software is not already set up to automatically create electronic new hire reports. Read detailed instructions and learn more about electronic data transmission methods for creating electronic new hire reports.
    • Online Reporting: Use this web site to report your new hires. Confirmations of reports received are provided each time an employer reports using this feature.  This is the easiest and most efficient way to report new hires! Register here and start now!

    Already registered? Log in to report your new hires over the Internet.

    Reporting Reqs
    What are the requirements for reporting with a printed list?

    The printed list should contain all of the required information on the new hire reporting form and clearly display the employer's name, Federal Employer Identification Number (FEIN), and address at the top of the report.  Please use at least a 10-point font size.

    Reporting Reqs
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