California New Employee Registry FAQs
Find answers to frequently asked questions about the California New Employee Registry.
The information you provide is used to assist state and county agencies to locate parents who are delinquent in their child support obligations.
Every newly hired or rehired employee who works in California must be reported to the California New Employee Registry. This includes employees of all ages, including those who work:
- Less than a full day
- Part time
- As seasonal employees
This also includes employees who end their employment before the 20th day of work.
Note: If you acquire an ongoing business and employ any of the former owner’s workers, these employees are considered new hires and should be reported to the New Employee Registry. If you change your entity type (sole proprietorship to partnership, partnership to corporation, etc.), you do not need to report the workers that continue working for you.
Any employee who is rehired after a separation of at least 60 consecutive days must be reported within 20 days of the start-of-work date, which is their first day of work.
The start-of-work date is the first day your newly hired or rehired employee started working.
Online with e-Services for Business
We encourage you to submit a Report of New Employee(s) (DE 34) on e-Services for Business, it’s fast, easy, and secure. For information on reporting new employees online, refer to our e-Services for Business FAQs or the Electronic Filing Guide for the New Employee Registry Program (DE 340) (PDF).
Mail or Fax
Submit a paper Report of New Employee(s) (DE 34). You can get the DE 34 by:
- Downloading a fill-in DE 34.
- Ordering through our Online Forms and Publications.
- Printing your data directly from your computer to the DE 34 by following the Print Specifications.
- Calling our Taxpayer Assistance Center at 1-888-745-3886.
- Visiting your nearest Employment Tax Office.
You can create your own form with all the required information, or you can submit a copy of the employee’s federal Employee’s Withholding Certificate, Form W-4 with the following information added:
- Employee’s start-of-work-date
- California employer payroll tax account number
- Federal employer identification number (FEIN)
Mail your paper DE 34 to:
Employment Development Department
PO Box 997016 MIC 96
West Sacramento, CA 95799-7016
Fax your paper DE 34 to:
You are required by law to report the following:
- California employer payroll tax account number
- Branch Code (complete only if employer was assigned a Branch Code number)
- Federal employer identification number
- Business name and address
- Contact person and phone number
- First name, middle initial, and last name
- Social Security number
- Home address
- Start-of-work date
No. The DE 9C is a quarterly report of all employees. The Report of New Employee(s) (DE 34) is the correct form for reporting new employees.
Use e-Services for Business to report your employees to the New Employee Registry. You can find more information on how to do this in the Electronic Filing Guide for the New Employee Registry Program (DE 340) (PDF).
You must report your new employee no later than 20 calendar days from the employee’s first day of work. Employers who report electronically must submit two monthly transmissions which are between 12 and 16 days apart.
Yes. Since wages were earned, you must still submit a New Employee Registry report. Even though the employment period was short, the reported information may help locate a noncustodial parent for child support enforcement.
No. You only have to report when an employee begins their employment with you.
A penalty of $24 may be issued for each late report, unless the failure is due to good cause.
Note: If there was an intentional agreement between the employer and employee to not supply the required information or to supply a false or incomplete report, a penalty of $490 may be charged.
You must report all employees who work in California, regardless of where they live.
Employers hiring in more than one state can choose to electronically report all newly hired employees to one state in which they have employees. Multistate employers who choose to file to one state must register with the federal Department of Health and Human Services’ Office of Child Support Services as a multistate employer.
The State of California encourages multistate employers to report California employees to the California New Employee Registry. Reporting the information to California’s New Employee Registry will help employers reduce unemployment insurance costs by detecting and preventing unemployment insurance overpayments and fraud.
Employers can file electronically with e-Services for Business.
For More Information
- Office of Child Support Services, Office of the Administration for Children & Families
Learn how to notify the U.S. Department of Health and Human Services, Office of Child Support Services through the information they provide on New Hire Reporting – Answers to Employers Questions.