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Minnesota New Hire Reporting Requirements (2026)

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

Minnesota employers must report every new or rehired employee to the Minnesota New Hire Reporting Center within 20 days of the hire or rehire date (Minn. Stat. § 142A.29). That matches the federal 20-day limit. Only government agencies must report independent contractors. Besides the 7 federal data elements, Minnesota requires 1 more item.

Deadline
20 days
same as federal
Report contractors?
Government agencies only
Rehire rule
60+ days gone
federal rule
Extra required data
1 item
beyond the federal 7

Minnesota new hire reporting rules

Minnesota new hire reporting

Minnesota New Hire Reporting Center

20
days

Deadline: Within 20 days of the hire or rehire date (Minn. Stat. § 142A.29).

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 Minnesota requires:

  • Employer address where income withholding orders should be sent

Only in some cases:

  • State of hire (state where the employee works) — if reporting as a multistate employer

Optional (requested, not required):

  • Employee date of birth
  • Employer phone number
  • Employer contact name and phone number

How to file

Open MN reporting site ↗

Methods: Online · File upload / SFTP · Fax · Mail · Copy of W-4 · Printed list

Phone
800-672-4473
Fax
800-692-4473
Mail
Minnesota New Hire Reporting Center, PO Box 467, Norwell, MA 02061

State form: Minnesota New Hire Reporting Form

Official MN requirements page

Independent contractors

Only government agencies must report contractors

State agencies and political subdivisions must report independent contractors; optional for all other employers.

Rehires & recalls

Report employees returning 60 days after layoff, furlough, separation or unpaid leave (including teachers and seasonal workers).

Penalty

$25 per intentionally unreported employee after a notice of noncompliance; $500 for an employer–employee conspiracy (Minn. Stat. § 142A.29, subd. 6)

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

What goes on a Minnesota 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 Minnesota

  • Employer address where income withholding orders should be sent

Only in some cases: State of hire (state where the employee works) — if reporting as a multistate employer.

Requested but optional: Employee date of birth; Employer phone number; 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 Minnesota fields are added. Use the same FEIN you put on your quarterly wage reports.

How Minnesota compares

  • Deadline: Minnesota 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); Minnesota only requires it of government agencies.
  • 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 Minnesota employers: Minnesota payroll taxes & SUTA rate · Minnesota payday & final paycheck rules · Minnesota minimum wage · payroll setup checklist

Minnesota new hire reporting FAQ

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

Within 20 days of the hire or rehire date (Minn. Stat. § 142A.29). 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 Minnesota?

State agencies and political subdivisions must report independent contractors; optional for all other employers.

Do I need to report rehired employees in Minnesota?

Report employees returning 60 days after layoff, furlough, separation or unpaid leave (including teachers and seasonal workers).

What information goes on a Minnesota 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. Minnesota also requires: Employer address where income withholding orders should be sent. Only in some cases: State of hire (state where the employee works) — if reporting as a multistate employer.

How do I report a new hire in Minnesota?

Accepted methods: Online; File upload / SFTP; Fax; Mail; Copy of W-4; Printed list. The state form is Minnesota New Hire Reporting Form. Reports go to the Minnesota New Hire Reporting Center.

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

$25 per intentionally unreported employee after a notice of noncompliance; $500 for an employer–employee conspiracy (Minn. Stat. § 142A.29, subd. 6). 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 Minnesota 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 Minnesota follow Minnesota's rules for everyone and must include each employee's state of hire.

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 Minnesota New Hire Reporting Center before relying on them.