AFH - New Hire Reporting
You just hired your first employee! Congratulations! You've made the smart decision to start growing your business with a new hire. Making sure you have all the proper tools and paperwork, can be a little overwhelming, especially if this is the very first hire you make. Luckily, we've got you covered.
How soon will I need to report new hires or rehired employees?
The DSHS website states that “Federal and state laws require you to report all newly hired and rehired employees to the Division of Child Support (DCS) within 20 days of hire or rehire, regardless of their age or the numbers of hours worked. A newly hired employee is one who has not worked for you before, one who has returned to work for you after a separation of at least 60 consecutive days, or one who has started working for you under a new Federal Employer Identification Number (FEIN).”
Please note that: “DCS recognizes Indian tribal sovereignty. Indian tribes, tribally owned businesses, and Indian owned businesses located on reservations are exempt from new hire reporting requirements. However, voluntarily reporting of new or re-hired employees is appreciated.”
How do I report a new hire or a rehired employee?
There are a few different ways to report new hires, the DSHS website prefers that you report online but you may also fax, mail or call in the information.
To report online:
You can report using the Secure Access Washington website.
https://secureaccess.wa.gov/myAccess/saw/select.do
To report via Fax:
You may send W-4 forms, computer print outs, other lists (except I-9 forms) or use our New Hire Reporting Form (DSHS form 18-463).
Fax #: 800-782-0624
To report via Phone:
You may call in and report the employee & employer information during regular business hours 8am-5pm, Monday – Friday.
Phone #: 800-562-0479
To report by Mail:
You may mail the employee and employer information to the address below.
New Hire Program
PO Box 9023
Olympia, WA 98507-9023
What if I am reporting for the first time?
The DSHS website states that “If reporting for the first time, only report employees hired since your last quarterly report to Employment Security Department as DCSOnline only accepts reports with a date of hire no more than one year in the past and 90 days in the future. You can find information on how to set up and use a DCSOnline account on our Employer Educational Materials page.”
What do I need to report?
To report new hires, you will need two sets of information. The first set will be the employee information which consists of the following:
Employee Information:
Name
Address
Social Security Number (SSN)
Date of Birth
Date of Hire
The second set of information will be employer (your) information. This consists of the following:
Employer Information:
Business Name
Business Address
Federal Employer ID Number (FEIN)
What if my employee does NOT have a social security number?
According to the DSHS website your employee needs to first apply for a social security card. This process involves downloading a Form SS-5, you can get this form from the following DSHS site. “Form SS-5 can also be obtained by calling 1-800-772-1213 or by visiting a local Social Security office.”
Please note that the above services are free. You can also find more information on the Federal Office of Child Support Enforcement website.
What if I am an out of state employer moving existing employees to Washington State?
“If the employee is working under the same FEIN then you do NOT need to report them as a new hire
If the employee is working under a new FEIN, then you need to report them as a new hire.”
Multi-State Employers:
“For employers doing business in two or more states you may register with the National New Hire Reporting Program and report all new and rehires to one state.”
You can contact the Employer Relations Team with questions:
Call 1-800-562-0479 Employer Relations Team or email dcs-ert@dshs.wa.gov with child support questions.
For the most up to date information on reporting new hires please visit the DSHS website.
