Frequently Asked Questions

Welcome to DSHS Economic Services Administration's Frequently Asked Questions!

Can I change the Federal Employer ID Number (FEIN) for my Company Profile in the New Hire Reporting Program?

No. For security reasons you cannot change your FEIN in this program. If you get a new FEIN simply use your new number to log in to the system. The program will prompt you to create a new Company Profile using your new number.

How do I correct a mistake when I report a new hire on the Internet?

DCSOnline Services processes new hire reports at 6:00 p.m. (Pacific Time) each day. You can edit or cancel an online report until the system has processed it.

  1. Select View, Change, or Cancel Pending New Hire Report from the menu..
  2. To change one report, click Edit or Cancel.
  3. To cancel all reports for one company, or all fixed width reports, click Cancel All Pending.

If the report has already been processed, you will need to re-submit the new hire with the correct information.

How do I manually enter a new hire report on the Internet?

Select Manually Enter Single New Hire Report and complete the data entry form.
Click Report This New Hire when you are done.

Employer Data

  • If you do not have a company on file the data entry form will ask you to enter the Employer Data.
  • If you have one company on file the system will automatically add the Employer Data to the form.
  • If you have more than one company on file the system will ask you to select the company for which you want to report.
  • If you have one or more companies on file and you want to add a new company follow the Add a Company link.

What happens after I submit the report?

  • If the report has errors you must correct the errors and click Report This New Hire when you are done.
  • If the report has no errors the page will display a message that we successfully received the report.
  • The system will email you a receipt of your report after 6pm (Pacific Time) when it processes all reports for the day.
How do I request a history of my new hire reports?

Some historical information is available to DCSOnline Services users who submit new hire reports on the Internet. View Summary of Previous New Hire Reports provides limited information about reports you submitted online, or that were submitted online for your company. It does not include employee specific information or reports not submitted using DCSOnline Services. The summary report includes:

  • the date and time reported,
  • the reporting method used (Single Report, CSV, or Fixed Width), and
  • the number of new hire records reported, modified, or deleted.
How do I submit multiple new hire reports on the Internet using a Comma-Separated Values (CSV) file?

New users can begin formatting and testing your CSV file:

  1. View the File Specification.
  2. Format your file using the specific requirements.
  3. Add your new hire information to the file.
  4. Use the online CSV File Format Validation tool to check that the file is correctly formatted.

When you are ready to submit your new hire report:

  1. Select Upload Comma Separated Values (CSV) New Hire Report File from the menu.
  2. Use the Browse button to select the file and then click Upload New Hire File.

What happens after I upload the file?

  1. If the file has errors you must correct the errors and upload the file again.
  2. If the file has no errors the page will display a message that we successfully received the report.
  3. The system will email you a receipt of your report after 6 pm (Pacific Time) when it processes all reports for the day.
How do I submit multiple new hire reports on the Internet using a Fixed Width file?

New users can begin formatting and testing your Fixed Width file:

  1. View the File Specification.
  2. Format your file using the specific requirements.
  3. Add your new hire information to the file.
  4. Use the online Fixed Width File Format Validation Tool to check that the file is correctly formatted.

When you are ready to submit your new hire report:

  1. Select Upload Fixed Width New Hire Report File from the menu.
  2. Use the Browse button to select the file and then click Upload New Hire File.

What happens after I upload the file?

  1. If the file has errors you must correct the errors and upload the file again.
  2. If the file has no errors the page will display a message that we successfully received the report.
  3. The system will email you a receipt of your report after 6 pm (Pacific Time) when it processes all reports for the day.
If I change my address in the DCSOnline Service will it update my records with the Employment Security Department or any other state agency?

No. The address you enter on this site is to identify your company for New Hire Reporting. To change your mailing address with the Employment Security Department call 360-902-9360.

Is there a limit to how much information I can type into the form fields when I report a new employee on the Internet?

Yes. The data fields are limited in size based on other databases. If you find an address field is too short use additional lines when available. For other fields abbreviate when possible.

Employee Information Maximum Characters
   
First Name 15
Middle Initial 1
Last Name 24
Address Line 1 40
Address Line 2 40
Address Line 3 40
City 24
State 2
Zip Code 9
Foreign Country Name 25
Foreign Country Postal Code 15
Social Security Number (SSN) 9
Date of Birth 8
Date of Hire 8
   
Employer Information Maximum Characters
   
Business Name 24
Address Line 1 40
Address Line 2 40
Address Line 3 40
City 24
State 2
Zip Code 9
Federal Employer ID Number (FEIN) 9