All employers are required to report newly hired and rehired employees to state agencies.
Depending on the state, newly hired and rehired employee information may be used for collecting child support and/or to uncover fraud or misuse of the state's unemployment compensation, workers' compensation, or public assistance (welfare) benefit programs. Generally, the information you must provide to state agencies includes the employee's name, address, Social Security number, as well as your name, address, and Federal employer identification number.
Most states let you provide new hire and rehired employee information on a copy of Federal Form W-4, the Employee's Withholding Allowance Certificate, or Form I-9, Employment Eligibility Verification. Some states require state-issued forms, magnetic or electronic media, or print-outs of employer's new hire lists. The requirements cover all full-time and most part-time employees (including student workers), although most states exempt employees working less than a month or who work sporadically. Employers are given a specific amount of time to report the required information and most states penalize employers for failing to do so.
If you're not sure what your state's specific new hire reporting requirements include, contact the state agency.
Form W-4: Employee Withholding Allowance Certificate
Form I-9: Employment Eligibility Verification