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.
- 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
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
- 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:
- 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
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 17367
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.
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.