# Florida new hire paperwork: the 20-day report and the E-Verify rule

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By [Arthur Teboul](/authors/arthur-teboul), Founder, DokuTrak. Published 2026-11-04, updated 2026-11-04.

> **In brief:** Florida new hire paperwork is mostly federal: Form I-9 and Form W-4, with no state withholding form because Florida has no personal income tax. The state items are the new hire report to the Department of Revenue Child Support Program and, for public employers and private employers with 25 or more employees, E-Verify ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).

## What is the Florida new hire paperwork?

Florida’s packet is lighter on the employee side and heavier on the employer side. The Department of Revenue confirms that Florida does not impose a personal income tax ([Florida Department of Revenue, FAQ: personal income tax](https://floridarevenue.com/faq/Pages/FAQDetails.aspx?FAQID=1466)). A **state withholding certificate** is the state’s answer to Form W-4, such as New York’s IT-2104, and Florida simply has none to hand out.

The state duties fall on the employer. It reports every new hire, and also certain independent contractors, to the State Directory of New Hires ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). Larger private employers must also confirm each new employee through **E-Verify**, the federal online check of Form I-9 data, under section 448.095 of the Florida Statutes ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).

## Who sends it, and when

The employee supplies the federal forms and the identity documents of their choice for Form I-9. The Florida Department of Revenue runs both new hire reporting, through its Child Support Program, and reemployment tax, where the E-Verify certification is made ([Florida Department of Revenue, Reemployment Tax](https://floridarevenue.com/taxes/taxesfees/Pages/reemployment.aspx)). The employer files and certifies; the employee signs nothing for the state.

## Where to get the Florida new hire paperwork

1. Collect the federal set from the [new hire paperwork](/documents/new-hire-paperwork) guide: Section 1 of Form I-9 and Form W-4.
2. Work out whether § 448.095 requires you to use E-Verify, then run the case after the employee starts.
3. Report the hire through the Florida new hire reporting site, online or by mail or fax.
4. Add any contractors you pay enough to fall under the reporting rule.
5. Certify E-Verify use on your first reemployment tax return of the year, if the rule applies.

## Wrong files people send instead

- Handing a Florida hire a state withholding form copied from another state’s packet, for example a Georgia or New York form.
- Assuming the new hire report covers employees only, and leaving out contractors the statute reaches.
- Running E-Verify on applicants before they are hired, instead of new employees after their first day.
- Skipping copies of the I-9 documents because federal rules make them optional; Florida requires them ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).
- Missing the yearly E-Verify certification on the reemployment tax return.

## What a Florida packet holds

The table separates what the employee completes from what the employer files and keeps.

| Item | Completed by | Florida rule |
| --- | --- | --- |
| Form I-9 | Employee, then employer | Federal rule; E-Verify employers also run a case |
| Form W-4 | Employee | Federal only; no state income tax to withhold ([Florida Department of Revenue, FAQ: personal income tax](https://floridarevenue.com/faq/Pages/FAQDetails.aspx?FAQID=1466)) |
| New hire report | Employer | Within 20 days of the hire date ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)) |
| Contractor report | Employer as service recipient | Payees of $600 or more in a calendar year ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)) |
| Copies of the I-9 documents | Employer, every Florida employer | Kept for at least 3 years ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)) |
| E-Verify case | Employer | Within 3 business days after the first day of work for pay, where required ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)) |
| E-Verify certification | Employer | On the first reemployment tax return each calendar year ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)) |

## The Florida new hire report

The **State Directory of New Hires** is the database the Child Support Program keeps from these reports ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). Florida employers report new hire information within 20 days of the employee’s hire date ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). Electronic reporters may instead send two transmissions a month, 12 to 16 days apart ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). The Child Support Program’s reporting site offers online entry as well as mail and fax ([Florida Department of Revenue, Services for Employers (new hire reporting)](https://servicesforemployers.floridarevenue.com/)).

The data elements start from the federal list of employee and employer details. Open the current state form or online screen before you file, since a state may ask for more than the federal minimum.

## Reporting independent contractors in Florida

Florida went further than federal law here. Since October 1, 2021, businesses also report new hire information for independent contractors ([Florida Department of Revenue, Services for Employers (new hire reporting)](https://servicesforemployers.floridarevenue.com/)). A **service recipient** is the statute’s word for a business that pays a non-employee for services in its trade or business.

The rule reaches individuals the business pays $600 or more per calendar year ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). The report is due within 20 days after the earlier of the first payment that requires an information return or the date the contract is signed ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). The federal information return line for nonemployee pay rose to $2,000 for payments after 2025 ([IRS, Instructions for Forms 1099-MISC and 1099-NEC](https://www.irs.gov/instructions/i1099mec)), so the first payment may no longer start the clock. Date the report from the contract when in doubt. Collect a [W-9](/documents/w-9) from the contractor first; it carries the name, address and taxpayer number the report needs.

## Who must use E-Verify in Florida

Two duties in section 448.095 bind every Florida employer, E-Verify user or not. Every employer verifies each new employee within 3 business days after the first day of work for pay, and keeps a copy of the documents provided for at least 3 years ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)). Copying I-9 documents is optional under federal rules, so this is the Florida item small employers most often miss.

On top of that, the statute makes E-Verify mandatory for two groups ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)). Public agencies must use it. Since July 1, 2023, private employers with 25 or more employees must use it too ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)). Smaller private employers may use it voluntarily.

1. Run the E-Verify case within 3 business days after the first day the employee works for pay ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).
2. If E-Verify is down for 3 business days, complete Form I-9 instead and keep a screenshot or notice of the outage ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).
3. Keep any official E-Verify verification with the document copies, for at least 3 years ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).
4. Certify compliance on the first reemployment tax return of each calendar year ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).

## Where the E-Verify certification goes

The Department of Revenue ties the certification to reemployment tax filing ([Florida Department of Revenue, Reemployment Tax](https://floridarevenue.com/taxes/taxesfees/Pages/reemployment.aspx)). Employers that file the Employer’s Quarterly Report (Form RT-6) certify there, while others use the separate Employer E-Verify Certification form, Form RT-E Verify ([Florida Department of Revenue, Reemployment Tax](https://floridarevenue.com/taxes/taxesfees/Pages/reemployment.aspx)).

A payroll provider that files the return may not have the authority to certify for you. In that case, the Department’s page tells the employer to certify directly ([Florida Department of Revenue, Reemployment Tax](https://floridarevenue.com/taxes/taxesfees/Pages/reemployment.aspx)).

## The template: Florida new hire forms email

**Not advice.** This page is general information, not tax, legal or HR advice. Rules change: check the cited source and ask your own professional before you rely on it. Last reviewed October 25, 2026.

Send this to a Florida hire before the start date. Keep the E-Verify paragraph only if your company uses E-Verify.

Subject: Before you start on [start date]: two federal forms to return

```text
Hi [Client name],

We look forward to having you on [start date]. Florida has no state income tax, so your tax paperwork is short. Please return by [date]:

- Form W-4 for federal withholding.
- Section 1 of Form I-9, then on day one bring original documents of your choice from the lists on the form.
- Our direct deposit and emergency contact forms.

[Company name] uses E-Verify. After you start, we check your Form I-9 details with it; if anything does not match, we will tell you and explain your options.

Florida law asks every employer to keep a copy of the I-9 documents you show us, so we will copy them on day one. We report your hire to the Florida Department of Revenue, as every employer must.

Thank you,
[Your name]
```

## Questions people ask

### Is there a Florida state W-4?

No. Florida does not impose a personal income tax, so new hires complete only the federal Form W-4 ([Florida Department of Revenue, FAQ: personal income tax](https://floridarevenue.com/faq/Pages/FAQDetails.aspx?FAQID=1466)).

### How long do Florida employers have to report a new hire?

Within 20 days of the hire date, or in two monthly electronic transmissions 12 to 16 days apart ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)).

### Do Florida employers have to report independent contractors?

Yes, for individuals paid $600 or more in a calendar year, within 20 days after the first payment requiring an information return or the contract date, whichever is earlier ([Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576)). When in doubt, count from the contract date.

### Which Florida employers must use E-Verify?

Public agencies, and since July 1, 2023, private employers with 25 or more employees ([Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095)).

## Sources

- [Florida Statutes § 409.2576, State Directory of New Hires](https://www.flsenate.gov/Laws/Statutes/2026/409.2576): New hire reports within 20 days of hire; contractors paid $600 or more a year reported within 20 days of the first payment or the contract.
- [Florida Statutes § 448.095, Employment eligibility](https://www.flsenate.gov/Laws/Statutes/2026/448.095): Every employer verifies within 3 business days and keeps a copy of the documents for at least 3 years; E-Verify for public agencies and, since July 1, 2023, private employers with 25 or more employees; yearly certification.
- [IRS, Instructions for Forms 1099-MISC and 1099-NEC](https://www.irs.gov/instructions/i1099mec): For tax years beginning after 2025, the reporting threshold for nonemployee compensation rose to $2,000.
- [Florida Department of Revenue, Services for Employers (new hire reporting)](https://servicesforemployers.floridarevenue.com/): Businesses report new and rehired employees and, since October 1, 2021, independent contractors, online or by mail or fax.
- [Florida Department of Revenue, Reemployment Tax](https://floridarevenue.com/taxes/taxesfees/Pages/reemployment.aspx): E-Verify use is certified on the reemployment tax return (Form RT-6) or on the Employer E-Verify Certification form.
- [Florida Department of Revenue, FAQ: personal income tax](https://floridarevenue.com/faq/Pages/FAQDetails.aspx?FAQID=1466): Florida does not impose a personal income tax.

## More on this topic

- [New hire paperwork](/documents/new-hire-paperwork)
- [California new hire paperwork](/documents/new-hire-paperwork/california)
- [I-9 documents](/documents/i-9)

## About the author

Arthur Teboul (Founder, DokuTrak) is building DokuTrak after watching professionals lose hours chasing clients for documents over email. [Arthur Teboul](/authors/arthur-teboul).

How this page was made (methodology): it is built from the primary sources listed under Sources, and every rule and figure on it links to the source it comes from. Last updated October 25, 2026. Spotted an error or a rule that changed? [Contact us](/contact).

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