Program Information
Washington state law RCW 26.23.040 requires employers to report all newly and rehired (not worked for you for at least 60 consecutive days) employees regardless of age, gender or the number of hours worked within 20 days of hire.
DCS recognizes Indian tribal sovereignty. Indian tribes, tribally owned businesses, and Indian owned businesses located on reservations are exempt from new hire reporting requirements. However, voluntarily reporting of new or re-hired employees is appreciated.
If reporting for the first time, only report employees hired since your last quarterly report to Employment Security Department as DCSOnline only accepts reports with a date of hire no more than one year in the past and 90 days in the future. You can find information on how to set up a DCSOnline account on our Employer Educational Materials page.
For more information check out the Introduction to New Hire Reporting, watch our video in English or Spanish or browse our Frequently Asked Questions.
What to Report
When reporting new hires, you will need the following information about your employees and company:
Employee Information:
- Name
- Address
- Social Security Number (SSN)
- Date of Birth
- Date of Hire
Employer Information:
- Business Name
- Business Address
- Federal Employer ID Number (FEIN)
What if my employee does NOT have a social security number?
Your employee needs to apply for a social security card by downloading and submitting a complete Form SS-5. Form SS-5 can also be obtained by calling 1-800-772-1213 or by visiting a local Social Security office. These services are free. For additional information, see the federal Office Of Child Support Enforcement website, New Hire Reporting – Answers to Employer Questions, number 22. Promptly report the employee as a new hire once they receive their social security card.
How to Report New Hires
Although we prefer you to report online, you may fax, mail or call in the information. If you chose to fax, you may send W-4 forms, computer print outs, other lists (except I-9 forms) or use our New Hire Reporting Form (DSHS form 18-463).
While you can call our toll free line anytime, we only have people available to take your report during regular business hours of 8 a.m. to 5 p.m. Monday – Friday.
Online:
Visit Secure Access Washington to report online. You can watch videos on setting up a SAW account or adding agency services to a SAW account to learn more.
Fax:
800-782-0624
Phone:
800-562-0479
Mail:
New Hire Program
PO Box 9023
Olympia, WA 98507-9023
Multi-State Employers
For employers doing business in two or more states you may register with the National New Hire Reporting Program and report all new and rehires to one state.
Online:
Multi-State Employer Registration
Fax:
410-277-9325
Mail:
Multi-State Employer Notification
P.O. Box 509
Randallstown, MD 21133-0509
Phone:
1-800-258-2736 - Select option two, then option four
Contact Us
Call 1-800-562-0479 Employer Relations Team or email dcs-ert@dshs.wa.gov with child support questions.