New Hire Reporting

Program Information

Washington state law RCW 26.23.040 requires employers to report all new hires regardless of age, gender or the number of hours worked. The requirement also applies to rehires, if the employee hasn't worked for your company within the past 60 days. Employers are required to report within 20 days of hire.

Our four-minute video is available in English and Spanish and explains the benefits of prompt reporting for the employer, the community and the kids whose parents receive regular payments. Feel free to share these links with anyone who has questions about new hire reporting.

View Introduction to New Hire Reporting for additional program information.

Reporting Options

Employers may use the following methods to transmit new hire reports. Employers will save time by reporting online. Incomplete or unreadable reports may be returned for correction.

Internet

Online New Hire Reporting

Employers are encouraged to transmit new hire reports online. Electronic reports are the fastest, most accurate method of reporting. Online new hire reporting is available using SecureAccess Washington. Visit https://secure.dshs.wa.gov/dcsonline and add the DCSOnline service.

Multi-State Employer Registration

Employers doing business in two or more states may register with the National New Hire Reporting Program and report all new hires to one state. Employers may register as a multi-state employer using one of the following options:

Online: http://65.210.61.140/ocse/
Fax: 410-277-9325
Mail: Multi-State Employer Notification, P.O. Box 509, Randallstown, MD 21133-0509.
Phone: 410-277-9470

Include your business name, address, phone number, and Federal Employer Identification Number (FEIN) on all requests. Visit the National Registry website to download forms or to obtain more information about multi-state employers.

Fax

You may fax W-4 forms, computer printouts, or other lists to report new or rehired employees. A New Hire Reporting Form is available to print download and use for reporting purposes.

If there is not a spot for a particular data item, such as 'date of birth' or 'date of hire', please add it. The font size should be 10 to 12 points to ensure readability. Do not use an I-9 form to report new or rehired employees.

Be sure the following information is on each report:

Employee's name
Employee's address
Employee's social security number
Employee's date of birth
Employee's date of hire
Your business name
Your business address
Your Employer Federal ID number

Fax your report to 800-782-0624.

We prefer Internet reporting whenever possible.

Phone

Call 800-562-0479 and select option 3. This service is available 24 hours per day.

Employers can speak to a live representative from 8:00 AM to 5:00 PM, Monday - Friday. Outside of these hours, please leave a voice mail.

Be sure the following information is in each report:

Employee's name
Employee's address
Employee's social security number
Employee's date of birth
Employee's date of hire
Your business name
Your business address
Your Employer Federal ID number

We prefer Internet reporting whenever possible.

Mail

You may mail W-4 forms, computer printouts, or other lists to report new or rehired employees. You may print out and mail the New Hire Reporting Methods and Instructions (DSHS form 18-463). If there is not a spot for a particular data item, such as 'date of birth' or 'date of hire', please add it. The font size should be 10 to 12 points to ensure readability. Do not use an I-9 form to report new or rehired employees.

Be sure the following information is on each report:
Employee's name
Employee's address
Employee's social security number
Employee's date of birth
Employee's date of hire
Your business name
Your business address
Your Employer Federal ID number

Mail your report to:

NEW HIRE PROGRAM
PO BOX 9023
OLYMPIA WA 98507-9023

We prefer Internet reporting whenever possible.

Contact Us

If you have questions or need additional information, please contact the New Hire Directory using one of the following methods:

Phone: 800-562-0479
Email: dcshire@dshs.wa.gov
Fax: 800-782-0624 (Attn: New Hire Reporting Program)

Mail:
NEW HIRE PROGRAM
PO BOX 9023
OLYMPIA WA 98507-9023