USA State Payroll Rates + Resources: State of Tennessee: 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 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:

Employer

Federal Employer Identification Number (FEIN) (same FEIN used for Quarterly Wage Reports)
Legal Employer Name (Corporate and DBA name, if applicable)
Legal Address
(Optional) Health Insurance Available
(Optional) Payroll Processing Address

Employee

Current Address
Social Security Number (SSN) and/or Tax Identification Number (ITIN)
Date of Hire
State of Hire (only if reporting as a multistate employer)
(Optional) Date of Birth
(Optional) Gender
(Optional) Earned Income Tax Credit Available
(Optional) Employee Left Employment

Employers can report hew hires in several ways. The fastest is through the Tennessee New Hire Reporting Program website. Once there, click Register.

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.