Employers New Hire Reporting: Washington State Division of Child Support
Washington State Department of Social and Health Services Home page
Frequently Asked Questions...

Division of Child Support

Employers

As employers in Washington, you do so much to help families in need of child support. You withhold support from earnings and send it to DCS. You enroll children in health insurance plans. You report your newly hired and rehired employees. You answer our inquiries when we need to find a parent or need income information. You even deduct support for families in other states.

DCS employees recognize the burden employers bear and how you assist us with the child support enforcement effort. We are committed to working with employers to help reduce this burden while still meeting legal requirements.

New reporting requirements

The state legislature recently made some important changes to Washington State New Hire laws.

Beginning June 7, 2012, employers must include the date a new employee is hired. The requirement also applies to rehires, if the employee hasn't worked for you within the past 60 days.

This date of hire is the date on which the employee first works for pay. The reporting requirement is an anti-fraud measure that will help stop unemployment insurance, workers compensation, and welfare fraud. Preventing fraud helps keep tax and premium rates stable and protects benefits for workers who are entitled to coverage.

If you have questions or need more information please see the Frequently Asked Questions (FAQ) or call 800-562-0479.

Program Information

Background Information

Effective October 1, 1998, the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (the welfare reform law) and revised Washington State law RCW 26.23.040 require all employers to report all newly hired and rehired employees to the Division of Child Support (DCS).

You may already know about New Hire Reporting because Washington State has had a limited program in effect since 1990.

The program helps collect child support, reduce dependence on welfare programs and improve detection of Unemployment Insurance and Labor & Industries claim fraud.

Introduction to New Hire Reporting

This letter (DSHS form 18-464) is what we send to new employers. It describes the requirements and options in this program.

This form is in Adobe Acrobat PDF format. If you're unable to view the forms, download Acrobat Reader at the Adobe Website.

Laws and Legal References

Washington State's Legal Authority for the New Hire Reporting Program

RCW 26.23.040 EMPLOYMENT REPORTING REQUIREMENTS-EXCEPTIONS-PENALTIES-RETENTION OF RECORDS

1998 Summary of Changes in Child Support Law (effective October 1, 1998)

REMITTANCE OF CHILD SUPPORT: RCW 74.20A.080 and 26.23.060 are both amended to change the time period for employer remittance of child support from immediately to within seven working days.

SERVICE BY REGULAR MAIL: RCW 74.20A.080 and 26.23.060 are both amended to allow service of the payroll deduction notice (PDN) and order to withhold and deliver (OWD) by regular mail to the employer.

DURATION OF THE PDN AND OWD: RCW 74.20A.080 and 26.23.060 are both amended to limit the duration of the PDN and OWD from twelve consecutive months after the date of service to when the person or entity no longer possesses property or owes money to the debtor.

FEWER NUMBERS REQUIRED FROM EMPLOYER: RCW 26.23.040 is amended and eliminates all identifiers formerly required from employers except for the Federal Employer Identification Number.

EMPLOYER PENALTIES: RCW 26.23.040 is amended to add employer penalties for failure to report new hires to the Division of Child Support.

Revised Code of Washington (RCW) on the Internet

The Washington State Legislature has a copy of the full RCW at this internet site: http://apps.leg.wa.gov/rcw/default.aspx.

Reporting Options

** We may return incomplete or unreadable reports **

Internet | Fax | Mail | Phone | Multi-State Registration | Questions

Internet Reporting

Visit the New Hire Reporting site to begin reporting.

Fax Reporting

  1. You may fax W-4 forms, computer printouts, or other lists to report new or rehired employees. You may print out and fax the New Hire Reporting Methods and Instructions (DSHS form 18-463), (DSHS 18-463 form with Instructions).
    If there is not a spot for a particular data item, such as 'date of birth' or 'date of hire', please add it. The font size should be 10 to 12 points to ensure readability. Do not use an I-9 form to report new or rehired employees.

  2. Be sure the following information is on each report:

    1. Employee's name.
    2. Employee's address (include the employee's nine-digit zip code, if known).
    3. Employee's social security number.
    4. Employee's date of birth.
    5. Employee's date of hire.
    6. Your business name.
    7. Your business address (include your nine-digit zip code, if known).
    8. Your Employer Federal ID number.

  3. Fax your report to 800-782-0624.

We prefer Internet reporting whenever possible.

Mail Reporting

  1. You may mail W-4 forms, computer printouts, or other lists to report new or rehired employees. You may print out and mail the New Hire Reporting Methods and Instructions (DSHS form 18-463). If there is not a spot for a particular data item, such as 'date of birth' or 'date of hire', please add it. The font size should be 10 to 12 points to ensure readability. Do not use an I-9 form to report new or rehired employees.

  2. Be sure the following information is on each report:

    1. Employee's name.
    2. Employee's address (include the employee's nine-digit zip code, if known).
    3. Employee's social security number.
    4. Employee's date of birth.
    5. Employee's date of hire.
    6. Your business name.
    7. Your business address (include your nine-digit zip code, if known).
    8. Your Employer Federal ID number.

  3. Mail your report to:

    NEW HIRE PROGRAM
    PO BOX 9023
    OLYMPIA WA 98507-9023

We prefer Internet reporting whenever possible.

Telephone Reporting

  1. Call 800-562-0479 Select option 3.

  2. Available 24 hours per day.

  3. Speak to a live representative from 8:00 AM to 4:00 PM. Outside these hours, leave voice mail.

  4. Be sure the following information is in each report:

    1. Employee's name.
    2. Employee's address (include the employee's nine-digit zip code, if known).
    3. Employee's social security number.
    4. Employee's date of birth.
    5. Employee's date of hire.
    6. Your business name.
    7. Your business address (include your nine-digit zip code, if known).
    8. Your Employer Federal ID number.

We prefer Internet reporting whenever possible.

Multi-State Employer Registration

Employers doing business in two or more states may register with the National New Hire Reporting Program and report all new hires to one state.

Employers may register as a multi-state employer using one of the following options:

  1. Online: http://65.210.61.140/ocse/
  2. Fax: 410-277-9325
  3. Mail: Multi-State Employer Notification, P.O. Box 509, Randallstown, MD 21133-0509.
  4. Phone: 410-277-9470

Include your business name, address, phone number, and Federal Employer Identification Number (FEIN) on all requests. Visit the National Registry website to download forms or to obtain more information about multi-state employers.

Questions

If you have questions or need additional information, please call the New Hire Directory at 800-562-0479.

Contact Us

Use any of the following methods to contact us if you need to discuss the New Hire Reporting Program. If you call and we are not immediately available, please leave a message. We will get back to you as soon as possible.

If you have a question, you might find the answer in our New Hire F.A.Q. (Frequently Asked Questions) page.

By Telephone

New Hire Reporting Program Coordinator800-562-0479
DCS Employer Hot Line800-591-2760

By Email

Internet Email Address: dcshire@dshs.wa.gov

By Fax

Attn: New Hire Reporting Program 800-782-0624

By Mail

U.S. Mail Address: NEW HIRE PROGRAM
PO BOX 9023
OLYMPIA WA 98507-9023