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Get a new hire report

SOLVED•by QuickBooks•269•Updated July 07, 2023

Learn about new hire reporting in your QuickBooks payroll product.

You are required to report newly hired or rehired employees to your state agencies. Depending on your payroll plan, we may file the necessary new hire form for you, or you can get the form in your product to file with the state.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

To generate a new hire report in your payroll account, enter the employee info below. For more info on specific new hire reporting requirements, check your state’s official website.

  • Gender - most states require gender on the hire forms.
  • Birth date - this is required for both new hire forms and for employees enrolled in a 401(k) plan to calculate plan contribution maximum and determine catch-up amounts.
  • Hire date - most states require the hire date to be the first pay date for your employee.

If you have QuickBooks Online Payroll, we file the new hire forms with your state for you.

Some states may require you to file new hire forms for independent contractors. QuickBooks Online Payroll doesn't support new hire reporting for independent contractors. Contact your state for requirements.

You can get a new hire form in your product, and then you'll need to file it with your state on your own.

  1. Go to Employees, then Payroll Center.
  2. Select the File Forms tab.
  3. In the File Forms section, choose the New Hire Form for your state. If the form is not there:
    1. Select the Forms dropdown.
    2. Select Make a New Form Active.
    3. Next to State, choose your state.
    4. Select the form from the list, and select Add Form.
  4. Select File Form or Create Form.
  5. The Select Payroll Form window opens. Follow the on-screen instructions to complete the form.

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