New Hire Reporting for Multi State Employers


Multi State Reporting Options


If you are an employer with employees in more than one state, you are considered a Multi State employer.

Multi State employers have two options for reporting their new hires:
Option # 1 Report newly-hired employees to the state in which they are working. This option requires the employer to follow the new hire reporting policies of each state to which you will report.
Click the links below to access Federal New Hire Contact Information For All States:
Option # 2 Select one state where you have employees working and report all new hires to that state electronically.
  • Click Here for more information on electronic reporting.
  • If Option 2 is selected, you are required to follow only the new hire reporting policies of the state to which you are submitting your new hire reports.
  • Employers choosing this method can save time and money by consolidating their new hire reports and electronically submitting them to a single state.
Note: You may not report new hires using both Option 1 and Option 2.

If Option #2 is your selected method for reporting your new hires, you must register with the U.S. Department of Health and Human Services as a Multi State Employer, designating to which state you will submit all of your new hire information. You may notify the Department in one of the following two ways:
  1. Register as a "Multi State Employer" using the Office of Child Support Enforcement Multi-State Employer Notification Form for New Hire (W4) Reporting.The form may be downloaded and printed, or you may request a copy of the form by calling (410) 277-9470. Once completed, the form can be faxed or mailed to the Office of Child Support Enforcement, Multi-State Employer Notification:

    Department of Health and Human Services
    Administration for Children and Families
    Office of Child Support Enforcement
    Multistate Employer Notification
    P.O. Box 509
    Randallstown, MD 21133
    Fax: (410) 277-9325

  2. You may also mail or fax a notification to the address listed above using your own letterhead or form, being sure to include the following information:
    • Employer legal name;
    • Employer Federal Employer Identification Number (FEIN) - If you have more than one FEIN, please make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires;
    • Employer address;
    • Employer phone number;
    • Employer contact name;
    • Employer contact phone number;
    • State to which employer will be reporting; and
    • A list of all states in which the employer currently has employees.
Remember, Multistate employers must electronically report the following information for each new hire:
  • Employee Information: You must report the employee's name, address, and social security number. You also need to report the employee's state of hire if you are reporting as a Multistate employer.
  • Employer Information: You must report the employer's name, address, Federal Employer Identification Number (FEIN), and indicate if you are reporting as a Multistate employer. If you have more than one FEIN, please make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.
Multistate new hire reports must be submitted electronically via our Web site, or as a file that adheres to our file submission layout specifications.
If you have questions about Multi-State reporting, contact the Pennsylvania New Hire Reporting Program.



Copyright © 2018 Commonwealth of Pennsylvania. All Rights Reserved.
                               GOVERNOR TOM WOLF

Build Version:11.3.1.14
Application Environment:(LIHBG000WWBM)
Database Environment:Database Instance
Build Timestamp: 12/15/2017 10:03:42 AM
MultiStateReporting.aspx [SSR Number 727]
Current Date: 1/20/2018 10:01:29 AM