Who is required to report?
Employers and/or labor organizations doing business in the
State of Maryland must report the following employees:
- New employees: Employers must
report all employees who reside or work in the State
of Maryland 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
- 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 after 60 days.
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 after 60 days. This
includes teachers, substitutes, seasonal workers,
- 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.
What do I have to report?
|Employee's full name
(Please identify first, middle, and
use corporate name)
(please provide address where Income
Withholding Orders should be sent)
|Employee's Social Security
||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.
|Employee's first day of work
||Employer's State of Maryland
Unemployment Insurance Number (SUI)
|Employee's availability of
as of October 1, 2001
|Employee's salary and pay
as of October 1, 2001
|Employee Date of Birth
||Employer phone #
||Employer Fax #
||Employer email address
||Employer Contact Name
When do I have to report?
Maryland State Senate Bill 541 and the Personal
Responsibility and Work Opportunity Reconciliation Act
(PRWORA) of 1996, 42 U.S.C. 653A 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.
Where do I report new hires?
Employers can send new hire data files in a variety
|Mail reports to:
||Fax reports to:
||Maryland State Directory of New Hires
Baltimore, MD 21203-1316
For additional questions, please contact us.
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.
How do I report new hires?
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.
The Maryland State Directory of New Hires offers many
options that make it easy for employers to report new
hires. The options available are listed below.
Did you know?: Electronic
is the easiest, fastest, and most
efficient way to report new hires!
started reporting electronically today. Already
- New Hire Reporting Form: You
our approved New Hire Reporting form.
- Printed List: If your software
is unable to export your new hire information to our
acceptable layout. The printed list must contain all
of the required information found on the New Hire
Reporting Form. For legibility, please use a
10-point font size or larger. The employer's name,
Federal Employer Identification Number (FEIN), and
address must be clearly displayed at the top of the