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

Purpose

The purpose of this documentation is to outline the processes and requirements associated with doing your new hire reporting in the state of Wisconsin.

New Hire Reporting

In Wisconsin, you are required to report new hires to the Wisconsin New Hire Reporting Center. 

Wisconsin Statutes 103.05, Administrative Code DWD 142 and the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C. 653a, requires all employers to report newly hired and re-hired employees to a state directory within 20 days of their hire or re-hire date. 

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.

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

Employer's Federal Employer Identification Number (FEIN). If you have more than one FEIN, make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.

  • Employer's Name

  • Employer's Payroll Processing Address

  • Employee's Name

  • Employee's Mailing Address

  • Employee's Social Security Number

  • Employee's Date of Hire

  • Employee's Date of Birth

The following information is optional for you to provide:

  • Employer Phone Number

  • Employer Fax Number

  • Employer E-mail Address

  • Employer Contact Name

  • Employee's State of Hire

You can report hew hires in several ways. The fastest is through the Wisconsin New Hire Reporting Center. Once there, click REGISTER. 


You also have the option to create your own electronic report. These may be submitted through one of many file transfer options. 

You can also fill out the Wisconsin New Hire Reporting form, submit a printed list containing all the required information on the Wisconsin New Hire Reporting form, or submit a W-4 as a new hire report. You can submit these electronically through one of the file transfer options or you can submit paper reports to:

Wisconsin New Hire Reporting Center

P.O. Box 14431
Madison, WI 53708
Fax: (800) 277 8075

For further information, you can refer to the Reporting Fundamentals or Frequently Asked Questions pages on the Wisconsin New Hire Reporting Center website, or you can call the center toll-free at (888) 300 4473.