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New-Hire Reporting

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in Office Management

To better identify parents who are delinquent in their child support payments, states, under direction from the federal government, have implemented new-hire reporting.  Under federal law, employers must report a new hire's name, address, and Social Security number, and the employer's name, address, and federal Employer Identification Number.  State laws may require that more information be reported, or that employers report the hiring of independent contractors.  Most states accept faxed copies of the employee's W-4 form, with the additional information written on it.


New-hire reports are due to employees' work states, and are usually due to the state's new hire registry within 20 days of hire, but states can set shorter deadlines.  The website of federal Office of Child Support Enforcement (OCSE) contains a matrix of new-hire reporting requirements and the state new-hire registries.  Surf to http://www.acf.hhs.gov/programs/cse/ for more information.


New-Hire Reporting For Multi-State Employers

Multi-state employers that file new-hire reports in a non-paper format may designate one state in which they have employees as their reporting state.  However, multi-state employers must notify the OCSE of their choice.  The OCSE has issued a form, the Multistate Employer Notification Form For New Hire (W4) Reporting, for this purpose.  Multi-state employers can register online at the OCSE's website.


Multi-state employers that file new-hire reports in a non-paper format must make two transmissions a month, 12 to 16 days apart.

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