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Get a new hire report

Learn about new hire reporting in your QuickBooks payroll product.

You are required to report newly hired or rehired employees to your state agencies. Depending on your payroll plan, we may file the necessary new hire form for you, or you can get the form in your product to file with the state.

Note: Not sure which payroll service you have? Here's how to find which payroll service you have.

To generate a new hire report in your payroll account, enter the employee info below. For more info on specific new hire reporting requirements, check your state’s official website.

  • Gender - most states require gender on the hire forms.
  • Birth date - this is required for both new hire forms and for employees enrolled in a 401(k) plan to calculate plan contribution maximum and determine catch-up amounts.
  • Hire date - most states require the hire date to be the first pay date for your employee.

 

Select your payroll plan below to learn how new hire forms are handled.

New hire reporting depends on if you have automatic tax payments and filings turned on or off in your QuickBooks Payroll product. If you aren't sure, check your automatic tax payments and form filing status.

If you have automatic tax payments and form filings turned on

We file the new hire forms with your state for you.  To get a report with new hire details for your records:

  1. Go to Taxes, then select Payroll Tax.
  2. Select Filings.
  3. Select Employee Setup.
  4. Select the new hire form.

If you have automatic tax payments and form filings turned off

You can get a new hire form in your product, and then you'll need to file it with your state on your own.

  1. Go to Taxes, then select Payroll Tax.
  2. Select Filings.
  3. Select Employee Setup.
  4. Select the employee from the dropdown and select the new hire form.

You can get a new hire form in your product, and then you'll need to file it with your state on your own.

  1. Select Payroll, then Employees.
  2. Select the employee's name.
  3. Select the Edit ✎ icon next to Employment.
  4. The Have you filed a new-hire report with the state? checkbox should not be selected or marked.
  5. Select Done.
  6. Go to Taxes, then Payroll Tax.
  7. In the Forms section, select Employee Setup.
  8. Select the New Hire Form.

We file the new hire forms with your state for you.  To get a report with new hire details for your records:

  1. Go to Reports.
  2. Search Employee Details from the search field.
  3. You can filter the report by Employee and Work Location.
  4. Select Run Report.
  5. Select the Share▼ dropdown to have the option to Export To Excel or print in Printer Friendly version.

You can get a new hire form in your product, and then you'll need to file it with your state on your own.

  1. Go to Employees, then Payroll Center.
  2. Select the File Forms tab.
  3. In the File Forms section, choose the New Hire Form for your state. If the form is not there:
    1. Select the Forms dropdown.
    2. Choose Make a New Form Active.
    3. Next to State choose your state.
    4. Select the form from the list and choose Add Form.
  4. Select File Form or Create Form.
  5. The Select Payroll Form window that opens. Follow the on-screen instructions to complete the form.

You can get a new hire form in your product, and then you'll need to file it with your state on your own.

  1. Go to Employees, and select the employee’s name.
  2. In the Employment section, select Edit.
  3. The Filed with the state checkbox should not be selected or marked.
  4. Select OK.
  5. Go to Taxes & Forms.
  6. In the Forms section, select Employee & Contractor Setup.
  7. Select the New Hire Form.

We file the new hire forms with your state for you.  To get a report with new hire details for your records:

  1. Go to Reports and select Employee Details.
  2. You can filter the report by Employee, Work Location, and Workers' Comp Class.
  3. Select Run Report.
  4. You have options to print it in Printer-Friendly Version or Export To Excel.

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