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Wisconsin New Hire Reporting Requirements (2026)

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

Wisconsin employers must report every new or rehired employee to the Wisconsin New Hire Reporting Center within 20 days after the employee is hired, rehired or returns to work (Wis. Stat. § 103.05; DWD 142). That matches the federal 20-day limit. Independent contractors are not reported. Besides the 7 federal data elements, Wisconsin requires 2 more items.

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

Wisconsin new hire reporting rules

Wisconsin new hire reporting

Wisconsin New Hire Reporting Center

20
days

Deadline: Within 20 days after the employee is hired, rehired or returns to work (Wis. Stat. § 103.05; DWD 142).

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 Wisconsin requires:

  • Employee date of birth
  • Employer payroll address (if different)

Optional (requested, not required):

  • State of hire (state where the employee works)
  • Employer contact name and phone number

How to file

Open WI reporting site ↗

Methods: Online · File upload / FTP · Fax · Mail · Payroll service

Phone
888-300-4473
Fax
800-277-8075
Mail
P.O. Box 14431, Madison, WI 53708

Official WI requirements page

Independent contractors

Contractors not reported

Not required.

Rehires & recalls

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

Penalty

Up to $25 per employee not reported; up to $500 for an employer–employee conspiracy, after notice and a chance to correct (Wis. Stat. § 103.05(5))

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

What goes on a Wisconsin 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 Wisconsin

  • Employee date of birth
  • Employer payroll address (if different)

Requested but optional: State of hire (state where the employee works); 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 Wisconsin fields are added. Use the same FEIN you put on your quarterly wage reports.

How Wisconsin compares

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

Wisconsin new hire reporting FAQ

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

Within 20 days after the employee is hired, rehired or returns to work (Wis. Stat. § 103.05; DWD 142). 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 Wisconsin?

Not required.

Do I need to report rehired employees in Wisconsin?

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

What information goes on a Wisconsin 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. Wisconsin also requires: Employee date of birth; Employer payroll address (if different).

How do I report a new hire in Wisconsin?

Accepted methods: Online; File upload / FTP; Fax; Mail; Payroll service. Reports go to the Wisconsin New Hire Reporting Center.

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

Up to $25 per employee not reported; up to $500 for an employer–employee conspiracy, after notice and a chance to correct (Wis. Stat. § 103.05(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 Wisconsin 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 Wisconsin follow Wisconsin's rules for everyone.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

New hire reporting in other states

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General information, not legal advice. Confirm current requirements with the Wisconsin New Hire Reporting Center before relying on them.