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Maryland New Hire Reporting Requirements (2026)

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

Maryland employers must report every new or rehired employee to the Maryland State Directory of New Hires (DHS Child Support Administration) within 20 days of hire or rehire (Md. Labor & Employment § 8-626.1). That matches the federal 20-day limit. Reporting independent contractors is optional. Besides the 7 federal data elements, Maryland requires 4 more items.

Deadline
20 days
same as federal
Report contractors?
Optional
Rehire rule
60+ days gone
federal rule
Extra required data
4 items
beyond the federal 7

Maryland new hire reporting rules

Maryland new hire reporting

Maryland State Directory of New Hires (DHS Child Support Administration)

20
days

Deadline: Within 20 days of hire or rehire (Md. Labor & Employment § 8-626.1).

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)

Plus Maryland requires:

  • Medical benefits available? (yes/no)
  • Salary / wage rate
  • Pay frequency
  • Maryland unemployment insurance (SUI) number

How to file

Open MD reporting site ↗

Methods: Online portal · File transfer (FTP) · Fax · Mail · Copy of W-4

Phone
888-634-4737
Fax
888-657-3534 or 410-281-6004
Mail
Maryland State Directory of New Hires, P.O. Box 1316, Baltimore, MD 21203-1316

Official MD requirements page

Independent contractors

Contractor reports optional / encouraged

Not required (no state law); Maryland recommends reporting contractors with a W-9 or 1099.

Rehires & recalls

Report employees who return after 60 days of layoff, furlough, separation or unpaid leave.

Penalty

Written warning for a first violation, then $20 for each month with a later violation; $500 if employer and employee conspire not to report (Md. Lab. & Empl. § 8-626.1(d))

  • • Domestic workers must be reported once they earn more than $1,000 in a calendar quarter (Maryland portal).

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

What goes on a Maryland 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 Maryland

  • Medical benefits available? (yes/no)
  • Salary / wage rate
  • Pay frequency
  • Maryland unemployment insurance (SUI) 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 Maryland fields are added. Use the same FEIN you put on your quarterly wage reports.

How Maryland compares

  • Deadline: Maryland 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); Maryland makes it optional.
  • 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 Maryland employers: Maryland payroll taxes & SUTA rate · Maryland payday & final paycheck rules · Maryland minimum wage · payroll setup checklist

Maryland new hire reporting FAQ

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

Within 20 days of hire or rehire (Md. Labor & Employment § 8-626.1). 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 Maryland?

Not required (no state law); Maryland recommends reporting contractors with a W-9 or 1099.

Do I need to report rehired employees in Maryland?

Report employees who return after 60 days of layoff, furlough, separation or unpaid leave.

What information goes on a Maryland 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. Maryland also requires: Medical benefits available? (yes/no); Salary / wage rate; Pay frequency; Maryland unemployment insurance (SUI) number.

How do I report a new hire in Maryland?

Accepted methods: Online portal; File transfer (FTP); Fax; Mail; Copy of W-4. Reports go to the Maryland State Directory of New Hires (DHS Child Support Administration).

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

Written warning for a first violation, then $20 for each month with a later violation; $500 if employer and employee conspire not to report (Md. Lab. & Empl. § 8-626.1(d)). 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 Maryland 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 Maryland follow Maryland'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 Maryland State Directory of New Hires (DHS Child Support Administration) before relying on them.