New Hire Reporting with Zenoti Integrated Payroll
This article explains how Zenoti Integrated Payroll (ZIP) supports new hire reporting, a legal requirement for employers in the U.S. It outlines how Zenoti automates the process, supports multi-state operations, and ensures compliance with state-specific timelines and formats.
Overview
New hire reporting is a mandatory compliance requirement in the United States that obligates employers to notify state and federal agencies when they hire a new employee or rehire someone after a separation of 60 days or more.
This requirement was originally introduced to help enforce child support obligations, but its scope has since expanded to support programs such as:
Workers’ compensation
Unemployment benefits
Public assistance (example, food stamps)
Reporting deadlines
Employers must report new hires within 20 calendar days of their start date.
If reporting electronically, submissions must be made twice per month, spaced 12 to 16 days apart.
Required Information
Employers must submit the following details for each new hire:
Employee’s name, address, Social Security number, and employment start date.
Employer’s name, address, and Employer Identification Number (EIN).
Any additional information required by the employee’s state of hire.
Multi-state employers
Businesses operating in multiple states may choose to report all hires to one selected state. To do this, the employer must:
Notify the Department of Health and Human Services (HHS)
Specify the chosen state, the states of operation, and the EINs covered
Ensure the report complies with the selected state’s submission format and standards
How does Zenoti support new hire reporting?
Zenoti simplifies the new hire reporting process with the following built-in capabilities:
Compliance management
Zenoti ensures that all new hires and eligible rehires (separated for 60+ days) are reported within the required timeframe, such as 20 days nationally or 10 days in certain states like Georgia.
Flexible submission methods
Based on individual state requirements, Zenoti submits data using supported formats such as electronic transfer, secure bulk upload, or fax.
Weekly reporting
Every Monday, Zenoti compiles and submits reports that cover all new hires from the previous week—helping businesses stay compliant and audit-ready.Multi-State Employer Support.
Zenoti supports centralized reporting for businesses operating in multiple states. If you opt to report through a single state, Zenoti ensures the Department of Health and Human Services is notified and all related EINs are tracked.
Frequently asked questions
Q. Does Zenoti report rehired employees?
A. Yes. Zenoti reports rehired employees if the previous separation lasted more than 60 days.
Q. Are contractors reported by Zenoti?
A. No. Zenoti does NOT automatically report newly hired or rehired contractors. Contractor reporting is the employer’s responsibility and varies by state.