How to Report New Hires in Washington State

When hiring new workers in Washington State, businesses need to ensure compliance with certain laws. Here is what businesses need to know about Washington State New Hire Reporting.

Washington State New Hire Reporting

Businesses in Washington need to submit certain information to the state when they hire new employees.

Washington New Hire Reporting is administered by the Washington New Hire Reporting Program, part of the Washington Division of Child Support. This is also where businesses in Washington can report new hires. 

Required Information for Reporting New Hires in Washington State

When hiring new employees, there is certain information that you will need to have ready about the new worker, and your business. 

Washington New Hire Reporting requires the following employee information: 

• Name
• Address
• Social Security Number
• Date of Birth
• Date of Hire

Washington New Hire Reporting also requires the following company information:

• Business Name
• Business Address
• Federal Employer ID Number (FEIN)

How to Report New Hires in Washington State

Washington State and federal law requires businesses to report new hires and rehired employees within 20 days of the hire or rehire date. 

Employers can report new hires online in Washington through the Secure Access Washington (SAW) website. 

Though the state prefers new hires are reported online, employers can decide to fax, mail, or call in the information. 

Businesses that are still manually reporting new hires (not through the online portal) should reach out to a Washington State Payroll and HR company for assistance with new hire reporting as well as other areas of Washington State Payroll Processing.

What Defines a New Hire?

A new hire is someone that has never worked for you before.

A rehire is considered someone who has been separated from employment for at least 60 consecutive days, or someone who starts working for you under a new FEIN.

Get Help with Washington State New Hire Reporting

Failure to report new hires properly in Washington State can result in hefty fines, so it's important for businesses to stay on top of new hire reporting compliance.

Oftentimes, an outsourced Washington payroll service will include new hire reporting as part of its standard services in addition to assisting with regular compliance topics such as Washington State Minimum Wage.

To learn more about how PayNW can help with Washington State New Hire Reporting and other compliance matters surrounding Washington Labor Laws, contact us today.