New Hire Reporting needs to be on your list

April 4, 2017|Lois Ullmer

Employers must report all new hires shortly after their date of hire as required by state and federal law.

What is New Hire Reporting?

New Hire Reporting is a national program required by both state and federal laws and is designed to locate non-custodial parents with child support obligations. By reporting newly hired employees, you aid in locating parents who owe child support and help much-needed child support reach the people to whom it is owed. This child support money helps keep families off assistance and it helps custodial parents provide a better life for their children. 

New Hire Reporting also helps in preventing fraud in welfare, workers’ compensation and unemployment insurance. Overall, it helps reduce the tax burden for all of us.

Are all employers required to report new hire information?

Yes, all employers that are required to have an employee complete a state Form W-4 must report new hire information. New hire information must be reported within 20 days after the date the employee starts working.

What information must be reported?

In Wisconsin, employers are required to report the employee name, address, Social Security number, date of birth and date of hire, along with the employer’s name, address and Federal Employer Identification Number (FEIN). Other states may have different requirements.

Who is considered a new hire?

A newly hired employee is an employee who has not been employed by the employer or who was previously employed by the employer but has been separated from prior employment with this employer for at least 60 consecutive days.

How do I submit my New Hire Reporting?

There are a few ways to report new hires. In Wisconsin, you may submit online at the Wisconsin Department of Workforce Development website. Reports can also be mailed or faxed to the Wisconsin New Hire Reporting Center.

What if I have employees in multiple states?

There are two reporting options available if you have employees working in multiple states. 

  • Option 1: Report new hire information to the state(s) in which each newly hired employee works.
  • Option 2: Choose one state in which you have employees and transmit all new hire reporting to that state. To do this option, you must inform the Secretary of the U.S. Department of Health and Human Services of your choice, along with the other states in which you have employees working.

For more information or questions related to your reporting obligations, contact your Schenck representative for assistance.

Lois Ullmer is a senior associate accountant with Schenck and a payroll leader in the Green Bay office. She has nearly 10 years of accounting experience and holds a bachelor’s degree in accounting and business management from Lakeland College.