USA State Payroll Rates + Resources: State of Tennessee: New Hire Reporting
The purpose of this documentation is to outline the processes and requirements associated with reporting new hires in the state of Tennessee.
New Hire Reporting
According to the Tennessee New Hire Brochure, employers are required to report each new and re-hired employee to the Tennessee New Hire Reporting Program within 20 days of the date of hire. Employers who submit reports magnetically or electronically are to submit the reports in two monthly transmissions not more than 16 days apart.
Re-hires or Re-called employees: Employers must report re-hires, or employees who return to work 60 days 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 after 60 days. This includes teachers, seasonal workers, etc.
The following information should be provided for each new hire:
Federal Employer Identification Number (FEIN) (same FEIN used for Quarterly Wage Reports)
Legal Employer Name (Corporate and DBA name, if applicable)
(Optional) Health Insurance Available
(Optional) Payroll Processing Address
Social Security Number (SSN) and/or Tax Identification Number (ITIN)
Date of Hire
State of Hire (only if reporting as a multi-state employer)
(Optional) Date of Birth
(Optional) Earned Income Tax Credit Available
(Optional) Employee Left Employment
You can also submit an electronic report. Follow the Electronic Reporting instructions to do so correctly.
You also have the option to submit the Tennessee New Hire Reporting Form, a printed listed containing all the required information on the New Hire Reporting Form, or the employee's W-4 form. These can be submitted electronically or as paper forms to:
Tennessee New Hire Reporting Program
P.O. Box 438
Norwell, MA 02061
Fax: (877) 505-4761
For more information, please refer to the Reporting Fundamentals page or the Frequently Asked Questions page on the Tennessee New Hire Reporting Program website, or to the Tennessee New Hire Brochure. You can also contact the program by calling (888) 715-2280.