Pennsylvania · payroll compliance · 2026
Pennsylvania new hire reporting deadline.
Report each new or rehired Pennsylvania employee within 20 days. Here is where to file, what to include and how contractors are treated.
A reference page, not legal advice
This page summarizes the HHS Office of Child Support Services state directory as read on November 2, 2026. States update their entries on their own schedule, so confirm the deadline and format on the Pennsylvania portal before relying on it. Nothing you type leaves your browser.
At a glance
- Deadline: 20 daysSame as the federal 20 days.
- Contractors: not requiredPer the directory entry updated 12/12/2025.
- Phone: 888-724-4737Commonwealth of Pennsylvania, New Hire Reporting Program.
The Pennsylvania deadline
Pennsylvania employers have 20 days to report a new or rehired employee. The HHS state directory prints the Pennsylvania timeframe as: “Employers must report all newly hired or rehired employees within 20 days of the hire date. (23 Pa.C.S. 4392(d))” (23 Pa.C.S. 4392(d)). Pennsylvania prints 20 days, the same as the federal rule. In the HHS directory, 9 of 54 entries print a shorter deadline, and Pennsylvania is not one of them.
This page relies on the HHS directory entry for Pennsylvania. We did not independently read a Pennsylvania agency page or statute for the day count, so confirm it on the portal below before you build a payroll process around it.
The report goes to the state directory of new hires, which feeds the National Directory of New Hires that child support agencies use to locate a parent who owes support. It is separate from the employee's W-4 and I-9 and from any unemployment filing.
Worked example (hypothetical)
An employee first performs services for pay in Pennsylvania on Monday, November 2, 2026. Counting 20 calendar days from that date, the report is due by Sunday, November 22, 2026. The directory does not say what happens when the last day falls on a weekend or holiday, so treat the date as fixed and file the same week you set up payroll.
What to report
HHS says federal law requires these seven data elements for every new or rehired employee:
- Employee's name
- Employee's address
- Social Security number
- Date of hire (the date the employee first performs services for pay)
- Employer's name
- Employer's address
- Federal Employer Identification Number (FEIN)
Some states require more. Check the Pennsylvania entry in the directory for any extra fields before you build the submission.
Independent contractors
The directory answers the contractor question for Pennsylvania this way: “No” If you engage contractors, confirm on the portal whether that has changed.
Where and how to file
The directory lists Commonwealth of Pennsylvania, New Hire Reporting Program as the receiving office. Portal: https://www.pacareerlink.pa.gov. Public phone: 888-724-4737. Methods named in the directory: the PA CareerLink website (file upload or manual data entry), secure file transfer (SFTP), mail or fax, using the Commonwealth-approved New Hire Reporting Form.
Common mistakes
- Counting from the offer or signing date. HHS defines the date of hire as the date the employee first performs services for pay.
- Reporting to the employer's state instead of the employee's. HHS says to report to the state where the employee works.
- Treating a rehire as routine. Rehires are reported too.
- Assuming other states' deadlines apply. A 20-day habit is wrong in the 9 jurisdictions that print less, including Georgia at 10 days. Use the schedule of the state where the employee works.
Frequently asked questions
What is the new hire reporting deadline in Pennsylvania?
Pennsylvania prints "Employers must report all newly hired or rehired employees within 20 days of the hire date. (23 Pa.C.S. 4392(d))" in the HHS state directory (entry updated 12/12/2025). That is 20 days. The federal rule is 20 days.
Where do I report a new hire in Pennsylvania?
To Commonwealth of Pennsylvania, New Hire Reporting Program. The directory lists https://www.pacareerlink.pa.gov and a public phone of 888-724-4737. Accepted methods per the directory: the PA CareerLink website (file upload or manual data entry), secure file transfer (SFTP), mail or fax, using the Commonwealth-approved New Hire Reporting Form.
Does Pennsylvania require independent contractor reporting?
No. The directory entry reads: "No"
What information must I report for a new hire?
Federal law requires seven data elements: the employee's name, address, Social Security number and date of hire, and the employer's name, address and federal employer identification number. Check the Pennsylvania entry in the HHS directory for any additional fields the state asks for.
What counts as the date of hire in Pennsylvania?
HHS defines the date of hire as the date the employee first performs services for pay. Pennsylvania words its deadline as: "Employers must report all newly hired or rehired employees within 20 days of the hire date. (23 Pa.C.S. 4392(d))" Count from the day work starts, not the offer or signing date.
Do I report to Pennsylvania if my employee works in another state?
HHS says to report to the state where the new employee works. A hire who works in another state is reported to that state on its schedule. An employer with employees in more than one state can instead choose one state and report all hires there, which requires registering with HHS first.
Sources
Read November 2, 2026. Figures on this page come from these pages and no others.
- HHS Office of Child Support Services, State Contact and Program Information: State New Hire Reporting (PDF) — the Pennsylvania entry: reporting timeframe, contact details, methods, contractor rule (entry updated 12/12/2025)
- HHS Office of Child Support Services, New Hire Reporting — the 20-day federal rule, the seven required data elements, and the multistate employer options
- Commonwealth of Pennsylvania, New Hire Reporting Program — the reporting portal the directory lists for Pennsylvania; open it to file or to confirm current rules