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New Hire - Frequently Asked Questions


  • New Hire Reporting
    • Where can I get more information about the New Hire Reporting Program?  Back to Top

    Information about the program, reporting options, and how to get in touch with us is available at http://www.dshs.wa.gov/dcs/Employers/Employers4.asp.



    • How can I contact you about the New Hire Reporting Program?  Back to Top

    You can contact us at the New Hire Reporting Program by phone, email, fax, or letter.



    All employers doing business in the United States.



    Tribes, tribal businesses, and Indian-owned businesses located on reservations or trust land are exempt from the new hire reporting requirement, however, they may voluntary comply. For more information, see the Administration for Children and Families (ACF) Q and A or contact a DCS Tribal Liaison with questions.



    • Whom should I report and when should I report them?  Back to Top

    Employers are required to report the following employees within 20 days of hire or rehire:

    • New employees: Employers must report all employees who reside or work in the State of Washington to whom the employer anticipates paying earnings. Employees should be reported even if they work only one day and are terminated (prior to the employer fulfilling the new hire reporting requirement).
    • Re-hires or Re-called employees: Employers must report an employee who returns to work after a 60-day period of non-work. This includes employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment.
    • Temporary employees: Temporary agencies are responsible for reporting any employee who they hire to report for an assignment. Employees need to be reported only once; they do not need to be re-reported each time they report to a new client. They do need to be reported as a re-hire if the worker has a break in service or gap in wages from your company.


    • If this is my first time to report, is it necessary to give you a list of everyone who is currently working for my company?  Back to Top

    No. Report only employees hired or rehired since your last quarterly report to Employment Security. Continue to report each new or rehired employee from this date forward.

    If you report on the Internet, DCSOnline Services accepts new hire reports with a Date of Hire no more than 1 year in the past and no more than 90 days in the future.  If you have an exception to this date range, you can use one of the other Reporting Options.



    • In addition to new hires and rehires, should I also report terminations and reduction in hours?  Back to Top

    No. Do not report terminations or reductions in hours to the New Hire reporting program.



    • What if I do business in two or more states?  Back to Top
    • Call 410-277-9470 to register as a multi-state employer.
    • Submit reports in two monthly transmissions no earlier than 12 days and no later than 16 days from the date of hire.
    • See Multi-State Employer Registration for more information.


    • Should I include the employee's hire date when I report a new hire?  Back to Top

    Yes! Washington law changed and effective June 7, 2012 employers must also report the date of hire.

    If you report on the Internet, DCSOnline Services accepts new hire reports with a Date of Hire no more than 1 year in the past and no more than 90 days in the future.  If you have an exception to this date range, you can use one of the other Reporting Options.



    • If I do not use the Internet, where should I send my new hire reports?  Back to Top
    Use any of these methods to send your new hire reports to us.


    • Should I include the employee's date of birth when I report a new hire?  Back to Top

    Yes!  Per Washington law, employers must also report the date of birth. 

    If you report on the Internet, DCSOnline Services accepts new hire reports for employees between 1 and 100 years of age.  If you have an exception to this date range, you can use one of the other Reporting Options.



    • What information should I include in each report?  Back to Top
    Employee Information:
    Name
    Address
    Social Security Number
    Date of Birth
    Date of Hire
        Employer Information:
    Your Business Name
    Business Address
    Federal Identification Number (FEIN)


    • Is there a limit to how much information I can type into the form fields when I report a new employee on the Internet?  Back to Top

    Yes. Some of the fields hold only a certain amount of information. This is because databases, to which we cross-match information, are also limited in size.

    Sometimes you will find that one of the input lines, such as the address field, is too short. When this happens, abbreviate to make the information fit the field size. For example, if "15708 First Avenue Northeast, Apartment C-12" is too long, type "15708 1st Ave NE #C12."

    Employee Information Maximum Characters Allowed
    First Name 15
    Middle Initial 1
    Last Name 24
    Address Line 1 40
    Address Line 2 40
    Address Line 3 40
    City 24
    State 2
    Zip Code 9
    Foreign Country Name 25
    Foreign Country Postal Code 15
    Social Security Number 9
    Date of Birth 8
    Date of Hire 8

    Company Profile Information Maximum Characters Allowed
    Company Name 24
    Address Line 1 40
    Address Line 2 40
    Address Line 3 40
    City 24
    State 2
    Zip Code 9
    Federal ID Number 9


    • Can I report multiple new hires at the same time on the Internet?  Back to Top

    Yes. See the FAQ question "How do I report a new hire on the Internet?" for more information.



    • Can I change the federal employer identification number (FEIN) for my Company Profile in the New Hire Reporting Program?  Back to Top

    No. For security reasons, you cannot change your FEIN in this program. If you get a new FEIN, simply use your new number to New Hire Reporting Options select one of the following Internet reporting options:

    • Manually Enter Single New Hire Report
    • Upload Comma-Separated Values New Hire Report File
    • Upload Fixed Width New Hire Report File

    See FAQ for more information about each option.



    • What if I make a mistake when I report a new hire on the Internet?  Back to Top

    DCSOnline Services processes new hire reports at 6:00 p.m. (Pacific Time) each day. You can edit or cancel an online report until the system has processed it.

    1. Select View, Change or Cancel Pending New Hire Report from the menu.
    2. To change one report, click Edit or Cancel.
    3. To cancel all reports for one company, or all fixed width reports, click Cancel All Pending.


    • How do I manually enter a new hire report on the Internet?  Back to Top

    Select Manually Enter Single New Hire Report and complete the data entry form. Click Report This New Hire when you are done.

    Employer Data  

    • If you do not have a company on file, the data entry form will ask you to enter the Employer Data.
    • If you have one company on file, the system will automatically add the Employer Data to the form.
    • If you have more than one company on file, the system will ask you to select the company for which you want to report.
    • If you have one or more companies on file and you want to add a new company, follow the Add a Company link.

    What happens after I submit the report?

    1. If the report has errors, you must correct the errors and click Report This New Hire when you are done.
    2. If the report has no errors, the page will display a message that we successfully received the report.
    3. The system will email you a receipt of your report after 6pm (Pacific Time) when it processes all reports for the day.


    • How do I submit multiple new hire reports on the Internet using a Comma-Separated Values (CSV) file?  Back to Top

    New users, begin by formatting and testing your CSV file:

    1. View the File Specification Page.
    2. Format your file using the specific requirements.
    3. Enter your new hire information to the file.
    4. Use the CSV File Format Validation tool to check that the file is correctly formatted.

    When you are ready to submit your new hire report:

    1. Select Upload Comma Separated Values (CSV) New Hire Report File from the menu.
    2. Select the company for which you will make the new hire report.  If the company is not listed, follow the Add a Company link.
    3. Use the Browse button to select the file and then click Upload New Hire File.

    What happens after I upload the file? 

    1. If the file has errors, you must correct the errors and upload the file again.
    2. If the file has no errors, the page will display a message that we successfully received the report.
    3. The system will email you a receipt of your report after 6 pm (Pacific Time) when it processes all reports for the day.


    • How do I submit multiple new hire reports on the Internet using a Fixed Width file?  Back to Top

    New users, begin by formatting and testing your fixed width file:

    1. View the File Specification Page.
    2. Format your file using the specific requirements.
    3. Add your new hire information to the file.
    4. Use the Fixed Width File Format Validation tool to check that the file is correctly formatted.

    When you are ready to submit your new hire report:

    1. Select Upload Fixed Width New Hire Report File from the menu.
    2. Use the Browse button to select the file and then click Upload New Hire File.

    What happens after I upload the file?

    1. If the file has errors, you must correct the errors and upload the file again.
    2. If the file has no errors, the page will display a message that we successfully received the report.
    3. The system will email you a receipt of your report after 6 pm (Pacific Time) when it processes all reports for the day. 


    • How do I request a history of my new hire reports?  Back to Top

    Some historical information is available to DCSOnline Services users who submit new hire reports on the Internet.  View Summary of Previous New Hire Reports provides limited information about reports you submitted online, or that were submitted online for your company. It does not include employee specific information or reports not submitted using DCSOnline Services. The summary report includes:

    • the date and time reported, 
    • the reporting method used (Single Report, CSV or Fixed Width), and
    • the number of new hire records reported, modified, or deleted.