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What Are Your New-hire Reporting Requirements

A chart showing the requirements in your state.

August 10, 1999
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Related Topics: Staffing and the Law, Policies and Procedures
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Issue: Under federal law, all states must have a system in place under which employers report their newly hired employees to a designated state agency. The primary purpose of new-hire reporting is to speed up the enforcement of child support orders by locating non-custodial parents who are newly employed but are delinquent in their child support obligations. New-hire reporting information is also used by states to reduce unemployment and workers' compensation fraud.

Different information on newly hired employees may be required by each state. The term "W-4 elements" used in the chart below refers to the information required by federal law: the employee's name, address, social security number, and the employer's name, address and federal EIN number. Under Method of Reporting, P=paper, E=electronic, MM=magnetic media, T=telephone, F=fax, and I=Internet. Under the Form heading, NHRF stands for New-Hire Reporting Form.

State New-Hire Chart

State

Data Elements

Deadline (Days from hire)

Form

Method of Reporting

AL

W-4 elements, hire date, date of job refusal

7

NH-1

P, E, MM

AK

W-4 elements

20

W-4, NHRF

P, E, MM

AZ

W-4 elements

15

W-4

P, E, MM

AR

W-4 elements, hire date

20

W-4, NHRF

P, E, MM

CA

W-4 elements, hire date, employer state ID number

20

DE-34

P, MM

CO

W-4 elements

20

W-4

P, E, MM

CT

W-4 elements, state ID number

20

CT-W4

P, E, MM

DE

W-4 elements

20

W-4

P, E, MM

FL

W-4 elements, hire date

20

W-4

P, E, MM

GA

W-4 elements, birth date, hire date, health insurance coverage

10

W-4, NHRF

P, E, MM, F, T

HI

W-4 elements

20

W-4

P, E, MM

ID

W-4 elements, hire date, employer's UI account number

20

W-4

P, E, F, I

IL

W-4 elements

20

W-4

P, E, MM

IN

W-4 elements

20

W-4

P, E, MM

IA

W-4 elements, birth date, health insurance availability, 2nd payroll location

15

IA-W4

P, E, MM, F

KS

W-4 elements

20

W-4, K-CNS 104

P, E, MM, F, I

KY

W-4 elements

20

UI-414A

P, MM

LA

W-4 elements, occupation

20

W-4

P, E, MM

ME

W-4 elements, birth date, state UI account number

7

W-4

P, MM

MD

W-4 elements, hire date, state UI account number

20

MD new-hire reporting form

P, E, MM

MA

W-4 elements, hire date

14

W-4

P, MM, F

MI

W-4 elements

20

MI new-hire reporting form

P, E, MM

MN

W-4 elements, birth date

20

MN new-hire reporting form, W-4

P, E, F, T, I

MS

W-4 elements, birth date, state ID number, hire date

15

W-4, NHRF

P, other authorized means

MO

W-4 elements, hire date

20

W-4, MO W-4

P, E, MM

MT

W-4 elements

20

W-4, NHRF

P, E, MM, I

NE

W-4 elements

20

W-4

P, E, MM, I

NV

W-4 elements

20

W-4

P, E, MM

NH

W-4 elements

20

W-4

P, E, MM

NJ

W-4 elements, birth date

20

W-4

P, E, MM

NM

W-4 elements

20

W-4

P, E, MM

NY

W-4 elements, date of signature

20

W-4

P, E, MM

NC

W-4 elements, state employer ID number

20

W-4

P, E, MM

ND

W-4 elements, date of signature

20

W-4

P, E, MM

OH

W-4 elements, hire date, birth date

20

W-4, ODHS 7048

P, E, MM

OK

W-4 elements, hire date, state of employment

20

W-4, NHRF

P, E, MM, I

OR

W-4 elements

20

W-4, SED 580

P, E, MM

PA

W-4 elements, birth date, hire date, employer contact

20

W-4, PA new-hire form

P, E, MM

RI

W-4 elements, health coverage availability, address for income withholding orders

14

W-4

P, E, MM

SC

W-4 elements

20

W-4, NHRF

P, E, MM

SD

W-4 elements

20

W-4

P, E, MM, I

TN

W-4 elements

20

W-4, NHRF

P, E, MM

TX

W-4 elements, birth date, salary info

20

W-4 or TX Attorney General

P, E, MM, T

UT

W-4 elements

20

NHRF

P, E, MM

VT

W-4 elements

20

W-4

P, E, MM, F, T

VA

W-4 elements

20

W-4

P, E, MM

WA

Employee's name, DOB

20

W-4, DSHS 18-463

P, E, MM, F, T, I

WV

W-4 elements

14

W-4, Form ERP-1

P, E, MM

WI

W-4 elements

20

WT-4, W-4

P, E, MM, I

WY

W-4 elements

20

NHRF

P, E, MM

Source: CCH Incorporated is a leading provider of information and software for human resources, legal, accounting, health care and small business professionals. CCH offers human resource management, payroll, employment, benefits, and worker safety products and publications in print, CD, online and via the Internet. For more information and other updates on the latest HR news, check our Web site at http://hr.cch.com.

The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.

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