QuickBooks New Hire Report for North Dakota: What Employers Need to Know
QuickBooks generates North Dakota's new hire report automatically, but employers must verify mandatory fields and meet the state's electronic filing threshold.
QuickBooks includes a built-in New Hire Report tailored to North Dakota state requirements, but employers running payroll in the state still need to understand what the form contains, what gets reported automatically, and when electronic filing becomes mandatory.
The Filing Requirement
North Dakota requires employers to submit a New Hire Report to the Department of Human Services within 20 days of hiring or rehiring an employee. The state uses this information primarily for child support enforcement purposes.
For employers with more than 24 employees at any point, electronic filing is required. Those employers must submit reports through the internet-based system provided by Child Support. Employers at or below that threshold have more flexibility in how they file. The state’s online portal can be found by visiting ND.gov and searching for “new hire reporting.”
What QuickBooks Populates Automatically
The New Hire Report form in QuickBooks pulls several data points directly from each employee’s setup record, which is why accurate employee onboarding matters. Here is how the fields break down:
Required fields that QuickBooks imports:
- Employee name and address — drawn from the employee record
- Social Security number — drawn from the employee record
- First day of work — this is a mandatory field defined as the date the employee first performs paid work. QuickBooks transfers the date from the “Date of Hire” field into “First Day of Work” automatically, since most employers treat them as the same date. If they differ, you can override the imported value.
Employer information also required:
- Employer name, address, and phone number
- Federal Employer Identification Number (FEIN)
- Contact person name
Optional fields QuickBooks includes:
- Employee date of birth — imported from the employee setup if you have entered it. North Dakota encourages but does not require this data, so you can delete it from the form before submitting if you prefer not to share it.
- Employee date of hire — imported from the setup record and editable if the imported date is incorrect.
Medical Benefits Reporting
North Dakota adds a requirement that goes beyond basic new hire data: all employers must indicate whether they offer health insurance to the new hire. QuickBooks includes a Medical Benefits Availability field on the form for this purpose. Enter “Yes” if health insurance coverage is available to the employee and “No” if it is not.
Verifying Before You Submit
Because QuickBooks pulls from your existing employee records, the accuracy of the report depends on how completely those records were filled out during onboarding. Missing dates of birth or hire dates will simply appear as blank fields — which is acceptable for the optional data but will cause problems for mandatory fields like the first day of work.
Before generating the report, it is worth reviewing each new hire’s setup screen to confirm that the hire date and other details are correct. Editing the form directly is possible for the date fields, but correcting the underlying employee record prevents the same error from recurring on future reports.
Where to Find Help in QuickBooks
The New Hire Report form window includes a Help button for general guidance on using the form and troubleshooting specific issues. QuickBooks also provides additional background on the New Hire Reporting Form through an in-product link labeled “More about the New Hire Report.”
A Note on Compliance Timelines
The 20-day window is firm. Employers who miss it can face penalties, so the report should be generated and submitted promptly after each new hire begins work. QuickBooks simplifies the data-gathering side, but the filing deadline and submission method — particularly the electronic filing requirement for larger employers — remain the employer’s responsibility to track.