Reporting Basics
Why is new hire reporting required?
Who is required to report?
What do I have to report?
When do I have to report?
How do I report new hires?
Where do I report new hires?
Why is new hire reporting required?
In 1996, Congress enacted a law called the "Personal Responsibility and Work
Opportunity Reconciliation Act," or PRWORA, as part of Welfare Reform. This
legislation created the requirement for employers in all 50 states to report their
new hires and re-hires to a state directory.
New hire reporting speeds up the child support income withholding order process,
expedites collection of child support from parents who change jobs frequently, and
quickly locates non-custodial parents to help in establishing paternity and child
support orders. New hire reporting helps children receive the support they deserve.
Employers serve as key partners in ensuring financial stability for many children
and families and should take pride in their role.
For more information on this law, please visit our
Frequently Asked Questions.
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Who is required to report?
Employers and/or labor organizations doing business in the State of Indiana must
report the following employees:
- New employees: Employers should report all employees who reside or work in
the State of Indiana to whom the employer anticipates paying earnings. Employees
must be reported even if they work only one day and are terminated (prior to the
employer fulfilling the new hire reporting requirement).
- Re-hires or Re-called employees: Employers must report re-hires, or employees
who return to work after being laid off, furloughed, separated, granted a leave without
pay, or terminated from employment. Employers must also report any employee who remains
on the payroll during a break in service or gap in pay, and then returns to work. This
includes teachers, substitutes, seasonal workers, etc.
- Temporary employees: Temporary agencies are responsible for reporting any
employee who they hire to report for an assignment. Employees need to be reported
only once; they do not need to be re-reported each time they report to a new client.
They do need to be reported as a re-hire if the worker has a break in service or
gap in wages from your company.
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What do I have to report?
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Required Employee Information
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Required Employer Information
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Employee's Full Name
(Please identify first, middle, and last name.)
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Employer's Name (please use corporate name)
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Employee's Address
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Employer's Address (please provide address where Income Withholding
Orders should be sent)
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Employee's Social Security Number
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Employer's Federal Employer Identification Number (FEIN). If you
have more than one FEIN, please make certain you use the same FEIN you
use to report your quarterly wage information when reporting new hires.
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Employee's Date of Hire (date employee first performed services for pay)
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Employee's State of Hire (only if reporting as a Multistate employer)
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For questions about Multistate employers,
click here.
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When do I have to report?
Indiana IC 22-4.1-4-2 requires all employers
to submit their new hire reports within 20 days after the employee is hired or re-hired
or returns to work. Employers who submit reports magnetically or electronically
shall submit the reports in two monthly transmissions not more than sixteen days
apart.
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How do I report new hires?
The Indiana New Hire Reporting Center offers many options that make it easy for
employers to report new hires. The options available are listed below.
Electronic Reporting
- Online Reporting: Use this Web site to report your new hires. This is the
easiest and most efficient way to report new hires!
Register here and start now!
Already registered? Log in to report your new hires over the Internet.
Non-Electronic Reporting
- Printed List - If your software is unable to export your new
hire information in our electronic format, you might be able to have your software
create a printed list containing your new hire data.
The printed list should contain all of the required information on the New Hire
Reporting Form, be created using at least a 10-point font size, and have the employer's
name, Federal Employer Identification Number, and address clearly displayed at the
top of the report.
-OR-
- New Hire Reporting Form
(click here to download). You may download, print, fill out, and fax or mail
us a New Hire Reporting Form.
-OR-
- W-4 Form - If you choose to submit a W-4 form as a new hire
report, please ensure that each W-4 is easily readable and has the employer's name,
Federal Employer Identification Number, and address written at the top of each form.
Other Reporting Methods
Payroll Service: If you use a payroll or accounting service, consider asking
the service to report your new hires for you. Leading payroll services are already
electronically reporting new hires for thousands of employers.
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Where do I report new hires?
Electronic Reports - Using our Web site's online reporting feature is a very
popular choice for employers. This feature provides a printable confirmation of
reports received and is available 24 hours a day, 7 days a week.
Employers can send new hire data files in a variety of ways, including transferring
files through this Web site, electronic transfer via modem (EFT), or mail reports
to us on diskette. Click here to learn more
about electronic reporting.
Non-Electronic Reports - Paper new hire reports may either be faxed or mailed
to the Indiana New Hire Reporting Center.
Mail reports to:
Indiana New Hire Reporting Center
P.O. Box 55097
Indianapolis, IN 46205-5097 |
Fax reports to:
(317) 612-3036
Toll-free: (800) 408-1388 |
Please call the Indiana New Hire Reporting Center
at (317) 612-3028, or toll-free at (866) 879-0198 for any questions regarding the new hire reporting
process. Our telephone system can help you 24 hours a day, seven days a
week. Help desk staff are available to answer your questions Monday through Friday
from 8:00am to 5:00pm Indiana Time.
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