New Hire Reporting Forms

New Hire Reporting Forms

The following commonly requested forms are required for new hires in Florida (which can each be downloaded - click on the links below):

W-4 Employee Withholding Allowance Certificate (new form for 2020)

I-9    Employment Eligibility Verification (new form for 2020)

To verify whether I-9 information provided by new employees is accurate, employers may use the E-Verify program, which is available on a voluntary basis. The Website for E-Verify is at

*If an individual has not yet been issued a Social Security number, the employer may contact E-Verify for further guidance. 

E-Verify is fast, free and easy to use. Employers can learn more about E-Verify at or by calling 888-464-4218 or 877-875-6028 (TTY).

Employees with questions about E-Verify may call 888-897-7781.

Fla New Hires* Florida New Hires Reporting Form

* Fla New Hires. Federal and State law requires employers to report newly hired and re-hired employees in Florida to the Florida New Hire Reporting Center:

New employees: Employers must report all employees who reside or work in the State of Florida to whom the employer anticipates paying earnings. Employees should be reported even if they work only one day and are terminated (prior to the employer fulfilling the new hire reporting requirement).
Re-hires or Re-called employees : Employers must report rehires, or employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment. Employers must also report any employee who remains on the payroll during a break in service or gap in pay, and then returns to work. This includes teachers, substitutes, seasonal workers, etc.
Temporary employees: Temporary agencies are responsible for reporting any employee who they hire to report for an assignment. Employees need to be reported only once; they do not need to be re-reported each time they report to a new client. They do need to be reported as a rehire if the worker has a break in service or gap in wages from your company.
Florida Statute 409.2576 and the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 **, 42 U.S.C. 653A , requires all employers to submit their new hire reports within 20 days after the employee is hired or rehired or returns to work. They can be reported to the Florida New Hire Reporting Center electronically or the form can be downloaded and then the completed report mailed or faxed, and it is also possible to mail or fax a printed list of the new hires in the same manner to 1-888-854-4762 1-888-854-4762 FREE . Also, for employers who submit reports magnetically or electronically, they are required to submit the reports in two monthly transmissions not more than sixteen days apart.

** PRWORA instituted Temporary Assistance for Needy Families (TANF) which became effective July 1, 1997. TANF replaced the Aid to Families with Dependent Children (AFDC) program which had been in effect since 1935 and also supplanted the Job Opportunities and Basic Skills Training (JOBS) program of 1988. The law was heralded as a "reassertion of America's work ethic" by the US Chamber of Commerce , largely in response to the bill's workfare component. TANF was reauthorized in the Deficit Reduction Act of 2005. PRWORA requires that all employers submit their new hire reports within 20 days after the employee is hired or rehired or returns to work. Compliance for both PRWORA and Florida Statute 409.2576 is effectuated by filing the Florida New Hires Reporting Form with the Florida New Hire Reporting Center.

EEOC Reporting Requirement.  Employers with more than 100 employees (or a lower threshold of employees for federal contractors) are legally required to provide data to the EEOC including about gender, race, and ethnicity.

*Most employers means those employers who are subject to requirements of the Fair Labor Standards Act (FLSA).  Generally, the FLSA applies to employers that employ one or more employees who are engaged in, or produce goods for, interstate commerce.  For most firms, a test of not less than $500,000 in annual dollar volume of business applies.

11270 SW 59 Avenue, Miami, FL 33156, USA

Samole Law Firm, PA

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