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California New Hire Reporting Requirements (2026)

Last updated: 2026-10-12 · California's rules were checked against the state's own site and the federal OCSE reference guide on 2026-10-12

California employers must report every new or rehired employee to the California Employment Development Department (EDD) — New Employee Registry within 20 calendar days of the start-of-work date (first day services were performed for wages). That matches the federal 20-day limit. Independent contractors must be reported too ($600 threshold). Besides the 7 federal data elements, California requires 3 more items.

Deadline
20 calendar days
same as federal
Report contractors?
Yes ($600)
Rehire rule
60+ days gone
federal rule
Extra required data
3 items
beyond the federal 7

California new hire reporting rules

California new hire reporting

California Employment Development Department (EDD) — New Employee Registry

20
calendar days

Deadline: Within 20 calendar days of the start-of-work date (first day services were performed for wages).

Electronic filers may instead send twice-monthly transmissions 12–16 days apart.

What to report

7 federal data elements (every state)
  • Employee name
  • Employee address
  • Employee Social Security number
  • Date of hire (first day the employee performed services for pay)
  • Employer name
  • Employer address
  • Employer FEIN (same FEIN used for quarterly wage reports)

Plus California requires:

  • EDD 8-digit employer payroll tax account number (and branch code, if assigned)
  • Employer contact name and phone number
  • Employee middle name or initial

How to file

Open CA reporting site ↗

Methods: Online (e-Services for Business, DE 34) · Mail · Fax · Copy of W-4 or DE 4 with start date, EDD account number and FEIN added

Phone
916-657-0529
Fax
916-319-4400
Mail
Employment Development Department, PO Box 997016, MIC 96, West Sacramento, CA 95799-7016

State form: DE 34, Report of New Employee(s)

Official CA requirements page

Independent contractors

Contractors must be reported ($600)

Report independent contractors (Form DE 542) within 20 days of paying $600 or more, or entering a contract for $600 or more, in a calendar year — whichever is earlier.

Rehires & recalls

A rehire is a returning worker whose employment ended and who was separated for at least 60 consecutive days.

Penalty

$24 per unreported employee; $490 if the failure is an intentional agreement between employer and employee

  • • Contractors are reported on a separate form, DE 542 (Report of Independent Contractor(s)).

When is my California report due?

Enter the first day of paid work to get the due date (with a calendar reminder), check whether a returning worker counts as a rehire, or fill in a California report worksheet and download it as a PDF. Everything runs in your browser; employee details are never saved.

What goes on a California new hire report

Federal data elements (every state)

  • Employee name
  • Employee address
  • Employee Social Security number
  • Date of hire (first day the employee performed services for pay)
  • Employer name
  • Employer address
  • Employer FEIN (same FEIN used for quarterly wage reports)

Added by California

  • EDD 8-digit employer payroll tax account number (and branch code, if assigned)
  • Employer contact name and phone number
  • Employee middle name or initial

Most states accept a copy of the employee's Form W-4 with the employer name, address and FEIN filled in, as long as any extra California fields are added. Use the same FEIN you put on your quarterly wage reports.

How California compares

  • Deadline: California uses the federal 20-day limit, like 41 other states and DC. 9 states are stricter, with 7, 10, 14 and 15-day deadlines.
  • Contractors: California is one of 17 states that require independent contractors to be reported.
  • Rehires: Uses the federal rule: report a returning worker who was gone at least 60 consecutive days.
  • Multistate employers can instead report every new hire electronically to a single state where they have employees after registering with HHS (Multistate Employer Registry).

Related for California employers: California payroll taxes & SUTA rate · California payday & final paycheck rules · California minimum wage · payroll setup checklist

California new hire reporting FAQ

How long do I have to report a new hire in California?

Within 20 calendar days of the start-of-work date (first day services were performed for wages). That matches the federal 20-day limit. Employers that report electronically may instead send twice-monthly transmissions 12 to 16 days apart. The date of hire is the first day the employee performs services for pay.

Do I have to report independent contractors in California?

Report independent contractors (Form DE 542) within 20 days of paying $600 or more, or entering a contract for $600 or more, in a calendar year — whichever is earlier.

Do I need to report rehired employees in California?

A rehire is a returning worker whose employment ended and who was separated for at least 60 consecutive days.

What information goes on a California new hire report?

Every report needs the seven federal data elements: the employee's name, address, Social Security number and date of hire, and the employer's name, address and FEIN. California also requires: EDD 8-digit employer payroll tax account number (and branch code, if assigned); Employer contact name and phone number; Employee middle name or initial.

How do I report a new hire in California?

Accepted methods: Online (e-Services for Business, DE 34); Mail; Fax; Copy of W-4 or DE 4 with start date, EDD account number and FEIN added. The state form is DE 34, Report of New Employee(s). Reports go to the California Employment Development Department (EDD) — New Employee Registry.

What is the penalty for not reporting a new hire in California?

$24 per unreported employee; $490 if the failure is an intentional agreement between employer and employee. Federal law caps state penalties at $25 per unreported employee, or $500 when the employer and employee conspire not to report or to file a false report. A late report is still required.

I have employees in California and other states. Where do I report?

Report each employee to the state where they work, following that state's rules, or register with HHS as a multistate employer and send all new hire reports electronically to one state where you have employees. Multistate employers that pick California follow California's rules for everyone.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

New hire reporting in other states

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All states on one map and table, plus territories →

General information, not legal advice. Confirm current requirements with the California Employment Development Department (EDD) — New Employee Registry before relying on them.