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Hawaii New Hire Reporting Requirements (2026)

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

Hawaii employers must report every new or rehired employee to the Hawaii Child Support Enforcement Agency (Department of the Attorney General) — New Hire Reporting as soon as possible and no later than 20 days from the employee's first day of work. That matches the federal 20-day limit. Independent contractors are not reported. Hawaii asks only for the 7 federal data elements.

Deadline
20 days
same as federal
Report contractors?
No
Rehire rule
60+ days gone
federal rule
Extra required data
None
beyond the federal 7

Hawaii new hire reporting rules

Hawaii new hire reporting

Hawaii Child Support Enforcement Agency (Department of the Attorney General) — New Hire Reporting

20
days

Deadline: As soon as possible and no later than 20 days from the employee's first day of work.

Electronic filers may instead send twice-monthly transmissions 12–16 days apart. The source doesn't say business or calendar days — count calendar days to be safe.

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)

No extra required fields beyond the federal 7.

Optional (requested, not required):

  • State of hire (state where the employee works)
  • State employer ID number
  • Employee date of birth

How to file

Open HI reporting site ↗

Methods: Fax a W-4 copy · Mail a W-4 copy · Phone · SFTP electronic file

Phone
808-692-7029
Fax
808-692-7001
Mail
Child Support Enforcement Agency, New Hire Reporting, Kakuhihewa Building, 601 Kamokila Blvd., Suite 251, Kapolei, HI 96707

Official HI requirements page

Independent contractors

Contractors not reported

Not required.

Rehires & recalls

Report workers rehired after at least 60 consecutive days of separation.

Penalty

$25 for late filing; $500 if employer and employee conspire not to report or to file a false or incomplete report

  • • Hawaii's Q&A sheet says internet (web form) reporting is not available — use fax, mail, phone or SFTP.

When is my Hawaii 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 Hawaii report worksheet and download it as a PDF. Everything runs in your browser; employee details are never saved.

What goes on a Hawaii 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 Hawaii

Nothing — the seven federal elements are enough.

Requested but optional: State of hire (state where the employee works); State employer ID number; Employee date of birth.

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 Hawaii fields are added. Use the same FEIN you put on your quarterly wage reports.

How Hawaii compares

  • Deadline: Hawaii 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: 17 states require contractor reports (California, Colorado, Connecticut, Florida, Illinois, Iowa, Maine, Massachusetts, Nebraska, New Hampshire, New Jersey, New York, Ohio, Oregon, Texas, Virginia and West Virginia); Hawaii does not.
  • 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 Hawaii employers: Hawaii payroll taxes & SUTA rate · Hawaii payday & final paycheck rules · Hawaii minimum wage · payroll setup checklist

Hawaii new hire reporting FAQ

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

As soon as possible and no later than 20 days from the employee's first day of work. 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. The state's source doesn't say business or calendar days, so count calendar days to be safe.

Do I have to report independent contractors in Hawaii?

Not required.

Do I need to report rehired employees in Hawaii?

Report workers rehired after at least 60 consecutive days of separation.

What information goes on a Hawaii 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. Hawaii doesn't require anything beyond those seven.

How do I report a new hire in Hawaii?

Accepted methods: Fax a W-4 copy; Mail a W-4 copy; Phone; SFTP electronic file. Reports go to the Hawaii Child Support Enforcement Agency (Department of the Attorney General) — New Hire Reporting.

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

$25 for late filing; $500 if employer and employee conspire not to report or to file a false or incomplete report. 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 Hawaii 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 Hawaii follow Hawaii's rules for everyone.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

Helpful guides

New hire reporting in other states

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General information, not legal advice. Confirm current requirements with the Hawaii Child Support Enforcement Agency (Department of the Attorney General) — New Hire Reporting before relying on them.