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Tennessee New Hire Reporting Requirements (2026)

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

Tennessee employers must report every new or rehired employee to the Tennessee New Hire Reporting Program (Department of Human Services) within 20 days after the employee is hired, rehired or returns to work. That matches the federal 20-day limit. Independent contractors are not reported. Tennessee asks only for the 7 federal data elements.

Deadline
20 days
same as federal
Report contractors?
No
Rehire rule
60+ days gone
federal rule
Extra required data
None
beyond the federal 7

Tennessee new hire reporting rules

Tennessee new hire reporting

Tennessee New Hire Reporting Program (Department of Human Services)

20
days

Deadline: Within 20 days after the employee is hired, rehired or returns to work.

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)

No extra required fields beyond the federal 7.

Only in some cases:

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

Optional (requested, not required):

  • Employer payroll address (if different)
  • Employee date of birth
  • Employee gender
  • Health insurance available?

How to file

Open TN reporting site ↗

Methods: Online · File upload / SFTP · Fax · Mail

Phone
888-715-2280
Fax
877-505-4761
Email
contact@tnnewhire.com
Mail
Tennessee New Hire Reporting Program, P.O. Box 438, Norwell, MA 02061

Official TN requirements page

Independent contractors

Contractors not reported

Not required.

Rehires & recalls

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

Penalty

$20 per unreported employee; up to $400 if a conspiracy to avoid reporting is found (Tennessee New Hire FAQ)

  • • Tennessee's registry accepts an SSN or ITIN for the employee.

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

What goes on a Tennessee 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 Tennessee

Nothing — the seven federal elements are enough.

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

Requested but optional: Employer payroll address (if different); Employee date of birth; Employee gender; Health insurance available?.

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

How Tennessee compares

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

Tennessee new hire reporting FAQ

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

Within 20 days after the employee is hired, rehired or returns to work. 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 Tennessee?

Not required.

Do I need to report rehired employees in Tennessee?

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

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

Accepted methods: Online; File upload / SFTP; Fax; Mail. Reports go to the Tennessee New Hire Reporting Program (Department of Human Services).

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

$20 per unreported employee; up to $400 if a conspiracy to avoid reporting is found (Tennessee New Hire FAQ). 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 Tennessee 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 Tennessee follow Tennessee'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 Tennessee New Hire Reporting Program (Department of Human Services) before relying on them.