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Illinois New Hire Reporting Requirements (2026)

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

Illinois employers must report every new or rehired employee to the Illinois Department of Employment Security (IDES) / Healthcare and Family Services (HFS) within 20 calendar days of the start date. That matches the federal 20-day limit. Independent contractors must be reported too. Illinois asks only for the 7 federal data elements.

Deadline
20 calendar days
same as federal
Report contractors?
Yes
Rehire rule
60+ days gone
federal rule
Extra required data
None
beyond the federal 7

Illinois new hire reporting rules

Illinois new hire reporting

Illinois Department of Employment Security (IDES) / Healthcare and Family Services (HFS)

20
calendar days

Deadline: Within 20 calendar days of the start date.

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)

No extra required fields beyond the federal 7.

Optional (requested, not required):

  • Alternate address for income withholding orders

How to file

Open IL reporting site ↗

Methods: Online (HFS New Hire Reporting website) · File upload / SFTP · Email · Fax · Mail · Copy of W-4

Phone
800-327-4473
Fax
217-557-1947
Email
DES.NewHireReports@Illinois.gov
Mail
Illinois Department of Employment Security, Revenue Division, 115 S. LaSalle Street, Floor LL2, Chicago, IL 60603

State form: IDES New Hire Reporting form

Official IL requirements page

Independent contractors

Contractors must be reported

Illinois HFS: if you issue a Form 1099 to a contractor, report that contractor as a new hire (mark "Y" in the independent-contractor field).

Rehires & recalls

Report employees returning after 60 or more consecutive days off the payroll (leave of absence or separation).

Penalty

$15 per employee knowingly not reported (no report within 21 days after the state's notice); an employer–employee conspiracy is a Class B misdemeanor with a fine of up to $500 per employee (820 ILCS 405/1801.1)

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

What goes on a Illinois 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 Illinois

Nothing — the seven federal elements are enough.

Requested but optional: Alternate address for income withholding orders.

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

How Illinois compares

  • Deadline: Illinois 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: Illinois 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 Illinois employers: Illinois payroll taxes & SUTA rate · Illinois payday & final paycheck rules · Illinois minimum wage · payroll setup checklist

Illinois new hire reporting FAQ

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

Within 20 calendar days of the start date. 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 Illinois?

Illinois HFS: if you issue a Form 1099 to a contractor, report that contractor as a new hire (mark "Y" in the independent-contractor field).

Do I need to report rehired employees in Illinois?

Report employees returning after 60 or more consecutive days off the payroll (leave of absence or separation).

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

How do I report a new hire in Illinois?

Accepted methods: Online (HFS New Hire Reporting website); File upload / SFTP; Email; Fax; Mail; Copy of W-4. The state form is IDES New Hire Reporting form. Reports go to the Illinois Department of Employment Security (IDES) / Healthcare and Family Services (HFS).

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

$15 per employee knowingly not reported (no report within 21 days after the state's notice); an employer–employee conspiracy is a Class B misdemeanor with a fine of up to $500 per employee (820 ILCS 405/1801.1). 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 Illinois 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 Illinois follow Illinois'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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General information, not legal advice. Confirm current requirements with the Illinois Department of Employment Security (IDES) / Healthcare and Family Services (HFS) before relying on them.