New Hire Reporting is configured in Org Setup > Org Payroll Setup > Legal Entity in the New Hire Reporting tab. The New Hire Reporting tab must be added to a role by selecting the New Hire Reporting role feature below Org Setup > Org Setup > Org Payroll Setup > Legal Entity in the Features tab of System Admin > Roles.
Before You Begin: This topic applies to US legal entities only.
When US employers hire new employees, or rehires previous employees, federal law requires the employers to report basic information on the new or rehired employees to the state in which the employees work within 20 days of their hire or rehire date. Some states require employers to report new hire and rehire information sooner.
After new hire reporting information is sent to states, the states forward the information to the National Directory of New Hires, which child support agencies use to locate parents who owe child support and issue income withholding orders. The National Directory of New Hires is maintained by the Office of the Administration for Children and Families, which is part of the US Department of Health and Human Services (HHS).
General Process for New Hire Reporting
Dayforce supports the reporting of new hires with the Department of Health and Human Services (HHS). The following is a summary of this process in Dayforce:
- When you commit a pay run, Dayforce automatically runs the Payroll New Hire Export background to generate a file based on specifications configured by the Dayforce back office.
- Once the file is generated, Dayforce Back Office transmits it to the various state agencies, or to the single designated state if you are registered as a multistate employer.
This process of generating the report is automatic and doesn't require user action. However, you can override the following details about the file for the employees in specific legal entities:
Multistate Employer Reporting
By default, new hire reports are sent to each state in which your newly hired or rehired employees work. You can, however, configure your instance of Dayforce for multistate reporting, which requires you to register with HHS as a multistate employer. For general information and details about requirements for registering as a multistate employer, see the site https://www.acf.hhs.gov/css/employers/employer-responsibilities/new-hire-reporting.
Registering as a multistate employer and configuring Dayforce so you can report new hires as a multistate employer minimizes the number of times employees must be reported as new hires, which is helpful in cases where they are later hired, or rehired in a different state by the same legal entity.
When you configure Dayforce for multistate employer new hire reporting, you must add an employer contact, or the report fails. the name of an employer contact, as well as a single employer address and address type for the contact. This establishes a single contact for new hire reporting, as well as a central location where any garnishment paperwork can be sent, instead of each different state location where employees are hired. Instructions for configuring a legal entity as a multistate employer are available in Configure New Hire Reporting for a Multistate Employer.