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Washington New Hire Reporting Requirements (2026)

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

Washington employers must report every new or rehired employee to the Washington DSHS — Division of Child Support (New Hire Program) within 20 days of hire or rehire (RCW 26.23.040). That matches the federal 20-day limit. Independent contractors are not reported. Besides the 7 federal data elements, Washington requires 1 more item.

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

Washington new hire reporting rules

Washington new hire reporting

Washington DSHS — Division of Child Support (New Hire Program)

20
days

Deadline: Within 20 days of hire or rehire (RCW 26.23.040).

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 Washington requires:

  • Employee date of birth

How to file

Open WA reporting site ↗

Methods: Online (DCS Online via Secure Access Washington) · Fax · Mail · Phone

Phone
800-562-0479
Fax
800-782-0624
Mail
New Hire Program, P.O. Box 9023, Olympia, WA 98507-9023

State form: DSHS 18-463, New Hire Reporting Form

Official WA requirements page

Independent contractors

Contractors not reported

Not required.

Rehires & recalls

Report employees returning after at least 60 consecutive days of separation, or who start under a new FEIN.

Penalty

$25 per month per unreported employee; $500 if the employer and employee conspired not to report (RCW 26.23.040(5))

  • • Employees transferred into Washington under the same FEIN don't need a new report; under a new FEIN they do.

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

What goes on a Washington 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 Washington

  • Employee date of birth

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

How Washington compares

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

Washington new hire reporting FAQ

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

Within 20 days of hire or rehire (RCW 26.23.040). 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 Washington?

Not required.

Do I need to report rehired employees in Washington?

Report employees returning after at least 60 consecutive days of separation, or who start under a new FEIN.

What information goes on a Washington 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. Washington also requires: Employee date of birth.

How do I report a new hire in Washington?

Accepted methods: Online (DCS Online via Secure Access Washington); Fax; Mail; Phone. The state form is DSHS 18-463, New Hire Reporting Form. Reports go to the Washington DSHS — Division of Child Support (New Hire Program).

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

$25 per month per unreported employee; $500 if the employer and employee conspired not to report (RCW 26.23.040(5)). 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 Washington 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 Washington follow Washington's rules for everyone.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

Helpful guides

New hire reporting in other states

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General information, not legal advice. Confirm current requirements with the Washington DSHS — Division of Child Support (New Hire Program) before relying on them.