New Hire Reporting Program

By Sarah Luhrsen, CPA

Are you reporting your company’s new employees within 20 days of their hire?  The New Hire Reporting program requires employers to report new employees within 20 days of the employee’s first day on payroll.

What is the New Hire Reporting Program?

It is part of the federal welfare reform law.  Its efforts include reducing and preventing fraudulent unemployment insurance payments and locating parents who are not supporting their children in order to enforce child support orders.

Which employees need to be reported?

All new employees should be reported.  If an employee is required to fill out a federal W-4, they should be reported.

What information needs to be reported?

• Employee Name
• Employee Address
• Employee Social Security Number
• Date of hire
• Employer Name
• Employer Address
• Federal Employer Identification Number

How is the information reported in Illinois?

The information should be submitted to the Illinois Department of Employment Security (IDES).  The IDES is the agency in Illinois required to collect the information on new hires.  The information can be submitted by:

• Filing online
• Faxing or mailing the information to the IDES

Allowable formats

• New Hire form
• W-4 filled out completely including the Employer information
• Typed list with all of the required information

Fax to: 217.557.1947

Mail to:

Illinois New Hire Directory

PO Box 19473

Springfield IL 62794-9473

• Magnetic filing

For more information, visit the New Hire section on the IDES website.  If you need assistance reporting the necessary information on your new employees, contact your BSD client relationship manager.