USA State Payroll Rates + Resources: State of Florida: New Hire Reporting

Purpose

The purpose of this documentation is to outline the processes and requirements associated with reporting new hires in the state of Florida. 

New Hire Reporting

In Florida, you are required to report new hires to the Florida Department of Revenue Child Support Services for Employers. 

Employers must report all employees who reside or work in the State of Florida to whom the employer anticipates paying earnings. Reporting must take place within 20 days after hiring a new or rehired employee. Employees should be reported even if they are terminated prior to the employer fulfilling the new hire reporting requirement.

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 having been separated from such prior employment for at least 60 consecutive days.

You'll need the following information for each new hire:

  • Employer's Federal Employer Identification Number (FEIN).

  • Employee Name

  • Employer's Name and Address

  • Employee Address

  • Employee Social Security Number

  • Employee Date of Hire

The following information is optional for you to provide:

  • Health insurance availability

  • Employer phone and fax number 

  • Employee date of birth

  • Employer state of hire

  • Employer email address

You can report new hires in several ways. The easiest way is through the Florida Department of Revenue. Once there, click REGISTER. 

You also have the option to submit electronic reports via FTP. For more information on how to do this, refer to the Secure FTP Transmissions Instructions and the Electronic File Layout. If you are submitting an Excel file, please refer to the New Hire Data Layout Instructions Microsoft Excel Columnar Format. 

You can also submit the Florida New Hire Reporting Form, a printed list containing the required information on the New Hire Reporting Form, or the employee's W-4 form. Mail or fax non-electronic reports to:

Florida New Hire Reporting Center

P.O. Box 6500

Tallahassee, FL 32314-6500

Fax (toll-free): (888) 854 4762

For further information, please refer to the Have a Question? page or the Child Support Services for Employers Help Center. You can also contact the Department of Revenue at 1 (888) 854 4791.