New Hire Report
Unlocking the New Hire Report: A Comprehensive Guide
Understanding the New Hire Report
A new hire report is a mandatory submission of information to a US state regarding a recently hired or rehired employee. This report is crucial, whether the employee is entirely new to the organization or has previously worked but experienced a hiatus of at least 60 consecutive days.
Mandatory Reporting
Reporting new hires is a legal obligation mandated by the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996. Failure to comply can result in penalties, with states authorized to fine employers for basic reporting failures or conspiracies with employees.
Purpose of New Hire Reporting
Beyond avoiding penalties, new hire reporting serves several essential purposes:
- Preventing Fraud: Helps prevent or rectify workers’ compensation and unemployment fraud.
- Ensuring Correct Public Assistance: Aids in reducing instances of public assistance reaching incorrect individuals.
- Facilitating Child Support: Child support agencies use this data to secure payments from certain parents.
Filing a New Hire Report with the State
There are various ways to submit a new hire report to the State Director of New Hires (SDNH) in the state where the new employee works. The PRWORA allows reporting through electronic means, magnetic tape, or first-class mail. States may offer additional submission methods, including electronic forms, phone calls, emails, or faxes.
New Hire Reporting Form
Submission of the new hire report can be made using a W-4, a custom-developed form, or an alternate form provided by the state. Required information includes the employee’s name, address, social security number, the date they start working for pay, and your company details.
New Hire Reporting for Employee Relocation
For multistate employers with corporate locations in different states, reporting a relocated employee as a new hire is unnecessary if they move within the company. Information gathered from each report is transferred to the National Directory of New Hires, eliminating the need for a new report in case of a relocation within the organization.
Options for Multistate Employers
Multistate employers can choose between two reporting methods:
- Report to the State of Work: Report to the state where the employee actually works.
- Single-State Reporting: Report all new employees to a single state where the company operates. To adopt this option, notify the Secretary of the US Department of Health and Human Services.
Reporting New Hires That Are Contractors
The decision to report contractors as new hires is determined at the state level, as federal law does not mandate such reporting. To ascertain your state’s requirements, consult the State New Hire Reporting Contacts and Program Requirements Matrix, which provides information on whether reporting independent contractors is mandatory or not.
In summary, understanding and adhering to new hire reporting obligations ensures legal compliance, prevents fraud, and contributes to the efficient functioning of public assistance and child support systems. Stay informed about your state’s specific requirements to navigate the reporting process effectively.