State & Federal Requirements



Who is required to report?

Employers and/or labor organizations doing business in the State of Maryland must report the following employees:

  • New employees: Employers must report all employees who reside or work in the State of Maryland to whom the employer anticipates paying earnings. Employees must be reported even if they work only one day and are terminated (prior to the employer fulfilling the new hire reporting requirement).

  • Re-hires or Re-called employees: Employers must report re-hires, or employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment after 60 days. Employers must also report any employee who remains on the payroll during a break in service or gap in pay, and then returns to work after 60 days. This includes teachers, substitutes, seasonal workers, etc.

  • Temporary employees: Temporary agencies are responsible for reporting any employee who they hire to report for an assignment. Employees need to be reported only once; they do not need to be re-reported each time they report to a new client. They do need to be reported as a re-hire if the worker has a break in service or gap in wages.

What do I have to report?

Required Employee Information Required Employer Information
Employee's full name
(Please identify first, middle, and last name.)
Employer's name
(please use corporate name)
Employee's address Employer's address
(please provide address where Income Withholding Orders should be sent)
Employee's Social Security Number Employer's Federal Employer Identification Number (FEIN).
If you have more than one FEIN, please make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.
Employee's first day of work Employer's State of Maryland Unemployment Insurance Number (SUI)
Employee's availability of medical benefits

Required as of October 1, 2001

 
Employee's salary and pay frequency

Required as of October 1, 2001

 
Optional Employee Information Optional Employer Information
Employee Date of Birth Employer phone #
Employee Gender Employer Fax #
  Employer email address
  Employer Contact Name

When do I have to report?

Maryland State Senate Bill 541 and the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C. 653A requires all employers to submit their new hire reports within 20 days after the employee is hired or re-hired or returns to work. Employers who submit reports magnetically or electronically shall submit the reports in two monthly transmissions not more than sixteen days apart.

Where do I report new hires?

Employers can send new hire data files in a variety of ways:

Mail reports to: Fax reports to:
Maryland State Directory of New Hires
P.O. Box 1316
Baltimore, MD 21203-1316
(410) 281-6004
(888) 657-3534 Toll-free

For additional questions, please contact us.

Why is new hire reporting required?

In 1996, Congress enacted a law called the "Personal Responsibility and Work Opportunity Reconciliation Act," or PRWORA, as part of Welfare Reform. This legislation created the requirement for employers in all 50 states to report their new hires and re-hires to a state directory.

New hire reporting speeds up the child support income withholding order process, expedites collection of child support from parents who change jobs frequently, and quickly locates non-custodial parents to help in establishing paternity and child support orders. New hire reporting helps children receive the support they deserve. Employers serve as key partners in ensuring financial stability for many children and families and should take pride in their role.

How do I report new hires?

The Maryland State Directory of New Hires offers many options that make it easy for employers to report new hires. The options available are listed below.


Electronic Reporting

Register to get started reporting electronically today. Already registered? Login

Non-Electronic Reporting

  • New Hire Reporting Form: You may download our approved New Hire Reporting form.
  • Printed List: If your software is unable to export your new hire information to our acceptable layout. The printed list must contain all of the required information found on the New Hire Reporting Form. For legibility, please use a 10-point font size or larger. The employer's name, Federal Employer Identification Number (FEIN), and address must be clearly displayed at the top of the report.


MAXIMUS operates the Maryland State Directory of New Hires under contract with the Maryland Department of Human Resources and the Department of Labor, Licensing, and Regulation
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