As a component of welfare reform, the U.S. Congress passed the Personal Responsibility and Work Opportunity Reconciliation Act in 1996. The law requires employers to track employees to expedite child-support payments. To bring the state into federal compliance, Georgia passed its New Hire Reporting Law to collect such data on employees.
Employers must report all new hires to the Georgia New Hire Reporting Center. (To register online, go to www.newhirereporting.com/ga-newhire/default.asp.)
Even if an employee works only one day and quits, you must still report his information to the state. Similarly, if you rehire employees after furlough, layoff or just in the normal course of business, you must report their data.
Note: Temporary staffing agencies are responsible for reporting data on employees they hire. Employers using temps don’t need to report that information.
For newly hired employees, you must collect this information:
- First, middle and last name
- Social Security number
- Date of birth
- Date of hire
- Medical insurance availability (yes/no)
- State of hire (the law covers all employees who live or work in Georgia)
The law also requires employers to provide their own names, addresses and federal ID numbers. Employers have the option of providing details on their employees’ health coverage.
Within 10 days of hiring an individual, you must submit paper reports, or you may transmit the same information from all types of magnetic media twice a month, with the transmit dates no more than 16 days apart.
Excerpted from Georgia's 11 Most Critical Employment Laws, a special bonus report available to subscribers of HR Specialist: Georgia Employment Law.