09.22.2021 - HR Tidbit

HR Tidbit - New Hire Reporting

September 22, 2021

Pennsylvania New Hire Reporting

New hire reporting is a process by which employers submit information about their newly-hired and rehired workers to a state directory for crossmatching open child support cases, locating non-custodial parents who change jobs frequently, and reducing fraudulent overpayments in state benefit programs such as unemployment and worker's compensation program.

Employers must report their new hires to the New Hire Reporting Program within twenty (20) days of the Date of Hire. This includes newly hired employees or a former employees returning from a layoff, rehired following termination, rehired following a separation, or returning from a requested leave of absence without pay greater than 30 days. Employers can report their new hires on the Pa Career Link website. There are options for reporting New Hires with or without you having a registered account. You may register for an account if you choose. If you do not have a registered account you can report the new hires manually. You can report up to three new hires at a time with the manual entry.

  1. Go to
  2. Go to Report New Hires
  3. Click on Manual Reporting
This is a four- step process in the PA Career link system.

To complete the reporting you will need the following information available :

Employer Information

  • Employer FEIN Number (Hyphens are not needed when entering number)
  • (Federal Employer Tax Identification Number) provided must match that reported in Box 10 of the New Hire Employee’s Internal Revenue Service Form W4 (Employee’s Withholding Allowance Certificate).
  • Employer Name
  • Employer Address - City, State, Zip Code
New Hire Point of Contact Information (Who is requesting information at company)
  • First Name
  • Last Name
  • Phone
New Hire Information
  • Social Security Number Hyphens are NOT needed when entering SSN
  • First Name
  • Last Name
  • Address - City, State, and Zip
  • Date of Birth
  • Date of Hire
  • State of Hire
Once you are in the system, the first screen will be the employer/point of contact screen, once you have this information entered click on continue. The next screen will be the employee information screen, enter employee information and click on add employee, on the next screen there will be a screen that shows the employee information for you to review. If you have additional employees to add, click on add employee, if you do not have any other new hires to add, scroll down to the security question and put in answer. (This verifies that you are a human). Once questioned is answered, click on submit New Hires. You will receive a confirmation page for your records with a time and date stamp. Keep this confirmation in the employee personnel file for future reference.

There is a video on the PA Career Link website for you to view if you need additional information.

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