QuickBooks Utah New Hire Report: What Prefills and What You Must Enter

QuickBooks generates a state-specific New Hire Report for Utah employers, and while the software prefills most required fields automatically, several entries demand manual attention before the report is ready for submission to the Utah New Hire Registry.

Filing Deadline and Legal Requirement

Utah employers are obligated to submit new hire information to the state registry within 20 days of an employee being hired, rehired, or returning to work. QuickBooks produces the report in the format the state expects, pulling from the company and employee records already stored in the system. When those records are complete and up to date, most users will find the report ready to go with little or no additional input.

What QuickBooks Fills Automatically

The report draws on existing payroll setup data to populate the mandatory fields Utah requires. On the employer side, QuickBooks carries over the company name, address, and federal employer identification number. For the employee, it imports the name, home address, and Social Security number. Any field that Utah does not specifically require is marked with “N/A” so the form remains clean and compliant without extraneous data.

Fields That May Need Manual Review

Three fields in particular tend to trip up employers, either because they are optional, because they depend on accurate employee setup, or because federal law made them mandatory in recent years.

Employee Date of Birth

Utah encourages — but does not require — employers to report the employee’s date of birth. QuickBooks will pull this information in automatically if it was entered during employee setup. Because the field is optional, employers who prefer not to share that data with the state can simply delete the imported value before submitting.

Employee Date of Hire or Rehire

QuickBooks imports the hire date from the employee record. If that date is incorrect or needs adjustment — for instance, when a rehire date differs from the original hire date — the field is editable directly on the form.

First Day of Work

A federal rule effective January 1, 2012 made this a mandatory field nationwide. The “first day of work” is defined as the date an employee first performs paid labor. Because most employers treat the hire date and the first day of work as the same thing, QuickBooks automatically copies the value from the Date of Hire field into the First Day of Work field. Employers should still verify that the two dates truly align, particularly when an employee’s paperwork is processed before their actual first day on the job.

Rehired or Recalled Status

Utah requires employers to indicate whether the employee was rehired or recalled. QuickBooks does not make an assumption here; the employer must enter “yes” or “no” based on the circumstances of the hire.

When the Report Comes Up Short

The most common reason for incomplete or incorrect New Hire Reports is missing or outdated information in the underlying employee setup. If a date of birth, hire date, or address was never entered — or was entered incorrectly — the report will reflect that gap. The fix is straightforward: update the employee record in QuickBooks, then regenerate the report. Fields that QuickBooks could not populate from existing data will be left blank for manual entry.

For general QuickBooks payroll help and guidance on keeping employee records accurate, the QuickBooks Help button on the form window itself offers form-specific troubleshooting.

Bottom Line

The Utah New Hire Report in QuickBooks is designed to minimize manual data entry, but it is not fully hands-off. Employers should treat the pre-filled form as a draft, verify the hire date and first day of work, confirm the rehire status, and decide whether to include or remove the optional date of birth before submitting to the state within the 20-day window.