Pennsylvania new hire reporting
Pennsylvania New Hire Reporting Program (Department of Labor & Industry)
20
days
Deadline: Within 20 days of the hire date (23 Pa.C.S. § 4392(d)).
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 Pennsylvania requires:
- Employee date of birth
How to file
Open PA reporting site ↗Methods: Online (PA CareerLink — manual entry or file upload) · SFTP · Fax · Mail
- Phone
- 888-724-4737
- Fax
- 866-748-4473
- RA-LI-CWDS-NewHire@pa.gov
- Commonwealth of Pennsylvania – New Hire Reporting Program, P.O. Box 69400, Harrisburg, PA 17106
Independent contractors
Contractors not reportedNot required.
Rehires & recalls
Report any former employee who was terminated, however long they were gone, and anyone returning after more than 30 days of separation or unpaid leave (23 Pa.C.S. § 4391).
Penalty
No state amount published. Federal law caps any state penalty at $25 per failure; $500 if the failure results from an employer–employee conspiracy.
- • L&I's UC Employer's Handbook lists full name, mailing address, date of birth and SSN as the employee information to report.
- • Paper reports must use a W-4, the Commonwealth New Hire Reporting Form (on PA CareerLink) or an approved substitute — don't email new hire data.