New Hire Report
In this article
Background
The New Hire Report lists all employees hired or rehired within a specific date range. It helps you stay compliant with your state’s new hire reporting requirements.
🔍 Need state-specific details?
Check our New Employer Information by State page. Select your state and scroll to the “Report New Hires” section to find out how to report new hires.
How to Use the New Hire Report
- Go to Reports > HR Reports > New Hires
- By default, the report shows any employee with a Hire Date or most recent Rehire Date from the previous month.
- Click the up or down arrow in any column header to sort by that field.
- Adjust dates as needed and click “Run Report.”
- For each employee, the report displays:
- Full Name
- Social Security Number (SSN) – The SSN is masked for security.
- To view full social security numbers use the spreadsheet version of the report. You will need to re-authenticate through MFA if you choose to display the full social security number on the spreadsheet.
- Address
- Date of Birth
- Hire Date – The official employment start date used in your company’s records, such as for tenure, seniority, and benefits. This is usually the date the employee accepts the offer or signs a contract.
- Payroll Start Date – The date the employee actually begins working for pay. This date is commonly used for compliance purposes, including new hire reporting.
- 💡 Note: For most companies, the Hire Date and Payroll Start Date are the same. They would only differ if you choose to pay your employee before their official Hire Date.
- Rehire Date (if applicable)
Export the New Hire Report
You have two export options:
- PDF Document:
- Masks the full Social Security Numbers for security.
- Suitable for printing or sharing without sensitive data.
- CSV (Spreadsheet):
- Includes full SSNs.
- Requires multi-factor authentication (MFA) to display SSNs for security purposes.
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