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When and How to Report

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 electronically or magnetically must submit the reports in two monthly transmissions no more than 16 days apart.

The Tennessee New Hire Reporting Program makes it easy for employers to report their new hires by offering a variety of options to meet their needs.

Electronic Reporting

  • Online Reporting. You can use this website to report your new hires quickly and efficiently. An added benefit of reporting online is that you will receive immediate confirmation of successfully submitted reports each time you report. Register here and start now.

    Already registered? Log in to report your new hires online.
  • Electronic New Hire Reports. You may also choose to create your own electronic new hire reports using one of the methods listed below.
    • Use your existing payroll or human resources software. You can export your new hire information from your payroll or human resources software into a file that meets our layout specifications. Most software manufacturers provide technical support and some have recently added electronic new hire reporting options to their latest upgrades. To learn about these options, contact your payroll or human resources software manufacturer.
    • Use our file submission layout to create your own file. If you find that your human resources or payroll software is not already set up to automatically create electronic new hire reports, you can use our file submission layout to create your own file. Click here for detailed instructions.

    Once you’ve created your electronic new hire reports, submit them using one of these methods:

Non-Electronic Reporting

  • Printed List. If your software is unable to export your new hire information in an electronic format, you might be able to have your software create a printed list containing your new hire data.

    The printed list should contain all required information, be created using at least a 10-point font size, and have the employer's name, Federal Employer Identification Number, and address clearly displayed at the top of the report.
  • New Hire Reporting Form.You may download, print, fill out, and fax or mail us a New Hire Reporting Form. Click here to download the form.
  • W-4 Form. If you choose to submit a W-4 form as a new hire report, please ensure that each W-4 is easily readable and has the employer's name, Federal Employer Identification Number, and address written at the top of each form.

Paper new hire reports may either be mailed or faxed to the following location:

Mail reports to:
Tennessee New Hire Reporting
P.O. Box 281348
Nashville, TN   37228
Fax reports to:

Toll-free: (877) 505-4761

Other Reporting Methods

  • Payroll Service. If you use a payroll or accounting service, consider asking the service to report your new hires for you. Leading payroll services are already electronically reporting new hires for thousands of employers.

TIP

Electronic reporting is the fastest, easiest way to report. Here’s why:

Saves paper, processing time and postage
Reporting available over a secure website
Reduces the likelihood of human errors and helps to avoid rejected records because of illegible or missing information
Allows employers with many work sites to centralize their new hire reporting to one state
And best of all, employers receive immediate confirmation of the successful submittal of their new hire reports


Penalties

Failure to comply with the new hire law could result in a $20.00 fine per incident for failure to report, or up to a $400.00 fine if conspiracy to avoid reporting is determined.
  
 
 

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