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Indiana New Hire Reporting Requirements (2026)

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

Indiana employers must report every new or rehired employee to the Indiana New Hire Reporting Center within 20 days of an employee's hire or rehire date (IC 22-4-10-8). That matches the federal 20-day limit. Independent contractors are not reported. Besides the 7 federal data elements, Indiana requires 5 more items.

Deadline
20 days
same as federal
Report contractors?
No
Rehire rule
60+ days gone
federal rule
Extra required data
5 items
beyond the federal 7

Indiana new hire reporting rules

Indiana new hire reporting

Indiana New Hire Reporting Center

20
days

Deadline: Within 20 days of an employee's hire or rehire date (IC 22-4-10-8).

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.

Electronic filing rule: Indiana requires electronic reporting — online form, file upload or SFTP. Paper reports are not listed as an option.

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 Indiana requires:

  • Employee job title
  • Standard Occupational Classification (SOC) code
  • Starting salary
  • Rate of pay
  • Employer payroll address (if different)

Optional (requested, not required):

  • State of hire (state where the employee works)
  • Employee date of birth
  • Employer contact name and phone number

How to file

Open IN reporting site ↗

Methods: Online form · File upload · SFTP

Phone
866-879-0198
Fax
800-408-1388
Mail
Indiana New Hire Reporting Center, PO Box 3429, Trenton, NJ 08619

Official IN requirements page

Independent contractors

Contractors not reported

Not required.

Rehires & recalls

Report employees returning 60 days or more after a layoff, furlough, separation or unpaid leave.

Penalty

$25 per failure to report; $500 if employer and employee conspire (IC 22-4-10-8(k))

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

What goes on a Indiana 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 Indiana

  • Employee job title
  • Standard Occupational Classification (SOC) code
  • Starting salary
  • Rate of pay
  • Employer payroll address (if different)

Requested but optional: State of hire (state where the employee works); Employee date of birth; Employer contact name and phone number.

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

How Indiana compares

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

Indiana new hire reporting FAQ

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

Within 20 days of an employee's hire or rehire date (IC 22-4-10-8). 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 Indiana?

Not required.

Do I need to report rehired employees in Indiana?

Report employees returning 60 days or more after a layoff, furlough, separation or unpaid leave.

What information goes on a Indiana 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. Indiana also requires: Employee job title; Standard Occupational Classification (SOC) code; Starting salary; Rate of pay; Employer payroll address (if different).

How do I report a new hire in Indiana?

Accepted methods: Online form; File upload; SFTP. Indiana requires electronic reporting — online form, file upload or SFTP. Paper reports are not listed as an option. Reports go to the Indiana New Hire Reporting Center.

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

$25 per failure to report; $500 if employer and employee conspire (IC 22-4-10-8(k)). 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 Indiana 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 Indiana follow Indiana's rules for everyone.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

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General information, not legal advice. Confirm current requirements with the Indiana New Hire Reporting Center before relying on them.