Federal and state law requires all employers to report new hires and rehires within 20 days of the employee’s hire date.
Required Information
Please include the following information with each New Hire Report:
Employee Information
- Full name (first, middle, last, and suffix, if applicable)
- Social Security Number
- Residential address
- Date of hire
- Date of birth
- Occupation
- Salary and pay frequency
- State where hired
- Health insurance availability indicator
Employer Information
- Employer name
- Federal EIN and State EIN
- Employer address
- Payroll or worksite address (if different)
- Employer contact name
- Employer contact phone number
Temporary Reporting Options
While the online reporting system is being updated, employers may submit New Hire Reports using one of the following methods:
Email (Preferred method)
- Complete the New Hire Reporting Spreadsheet and email it to [email protected]. Download the spreadsheet and instructions here: New Hire Spreadsheet. It is important that this Excel spreadsheet be emailed (not a PDF, Word document, etc.).
- If you currently generate a file for the New Hire Report, attach the file and email it to [email protected].
Fax (Limited to employers without email accounts)
- Complete the New Hire Reporting PDF form and fax it to 1-225-342-5004.
- Download the PDF Template (This PDF template can only be used for faxing).
Questions?
For assistance, contact the DCFS Customer Service Center at 1-877-7LA-DCFS (1-877-752-3237).