USA State Payroll Rates + Resources: State of Delaware : New Hire Reporting
The purpose of this documentation is to outline the processes and requirements associated with reporting new hires in the state of Delaware.
New Hire Reporting
Employers must report within 20 days of a new employee's hire date. Employers who submit reports magnetically or electronically shall 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 after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment after 60 days. 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, substitutes, seasonal workers, etc.
You will need the following information for each new hire:
Federal Employer Identification Number (FEIN) used for Quarterly Wage Reports
Employer Name as it appears on Quarterly Wage Reports. Do NOT use the Doing Business As (DBA) name
Employer Address (Street, City, State, Zip) for receiving Income Withholding Orders (IWO's)
Employee Social Security Number (SSN). Temporary ID numbers will NOT be accepted
Employee Legal Name (First, Middle, Last) as it appears on their Social Security card. Nicknames will NOT be accepted
Employee Physical Address Location (Street, City, State, Zip). PO Boxes will NOT be accepted
Employee Date of Hire. This is the latest date the individual began/returned to work
Employee State of Hire. This is the state of the office location where the employee reports to work
The following information is optional for you to provide:
Employer Point of Contact Name. This is the name of a person, team, or department, responsible for submitting the New Hire report.
Employer Point of Contact Phone Number
Employer Point of Contact Fax Number
Employer Point of Contact Email Address
Employee Date of Birth
Identify if the employee left employment before the report was sent.
You also have the option to submit an electronic report. To do so, please refer to the Delaware State Directory of New Hires File Submissions Layout. You can submit electronic reports through the Delaware State Directory of New Hire Reporting or via an SSL File Transfer Protocol.