All employers must report certain identifying information about each newly hired or rehired employee working in New York State.
Who needs to report new hires
You must report new hires to us if you meet the definition of an employer under federal income tax withholding . This includes employers of domestic help, labor organizations (including hiring halls), and governmental entities (except for federal agencies, which report directly to the National Directory of New Hires).
For rules about reporting employees who are temporary, hired from a placement agency, and teachers and professional athletes, see our New hire reporting: rules for specific employment types.
Information you must report
You must provide the:
- employee name (first, middle initial, last), address (street, city, state, and ZIP code), and social security number
- employer name, address (street, city, state, and ZIP code), and identification number assigned by the Internal Revenue Service.
You can provide this information by submitting a copy of the employee's federal Form W-4, Employee's Withholding Allowance Certificate, or an equivalent form. Review the W-4 form to ensure the information is complete and legible, including boxes 8 and 10 regarding the employer's name, address, and identification number. You don't have to file copies of W-4s for existing employees who change deduction amounts or other information.
Due dates
You must report newly hired or rehired employees who will be employed in New York State within 20 calendar days from the hiring date. The hiring date is the first day the employee is:
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paid for services, whether they're paid wages or other compensation; or
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eligible to earn commissions
If you report electronically or by magnetic media (magnetically), you must submit two monthly reports (if needed) between 12 and16 days apart.
Reporting methods
Employers who are required to report to New York State (and multistate employers who designate New York as their reporting state) should use one of the methods below to submit the new hire information:
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Online reporting: Use our free and convenient online service to meet your reporting quirement
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Magnetic media: Contact Employer Outreach at (518) 320-1079 for current specifications.
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First class mail, private delivery service, or fax:
New York State Department of Taxation and Finance
New Hire Notification
PO Box 15119
Albany NY 12212-5119
Fax: (518) 320-1080
Penalties
| Failure to timely report newly hired employees | $20 x number of employees not reported /1 |
| Failure to file a report showing the required information | $20 x number of false or incomplete reports filed /1 |
Need assistance?
Contact the Business Tax Information Center