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Reporting Basics

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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?Child

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 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 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 after 90 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 90 days. 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.

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What do I have to report?

Required Employee Information

Required Employer Information

Employee's full name
(Please identify first, middle, and last name.)

Employer's name (please use corporate name)

Employee's address

Employer's address (please provide address where Income Withholding Orders should be sent)

Employee's Social Security Number

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 medical benefits**

 

Employee's salary and pay frequency**

 

** Effective October 1, 2001, new REQUIRED data elements

Optional Employee Information

Optional Employer Information

Employee Date of Birth

Employer phone #

Employee Gender

Employer Fax #

 

Employer email address

 

Employer Contact Name

For questions about Multistate employers, click here.

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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.

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How do I report new hires?

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.

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 

  • 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 Federal Form: A faxed or mailed photocopy of the W-4 form with a completed New Hire Reporting Form.

             -OR-

  • 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.

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, through internet connection using File Transfer Protocol (FTP) or mail reports to us. Click here to learn more about electronic reporting.

Non-Electronic Reports - Paper new hire reports may either be faxed or mailed to the Maryland State Directory of New Hires.

Mail reports to:
Maryland State Directory of New Hires
P.O. Box 1316
Baltimore, MD  21203-1316
Fax reports to:
(410) 281-6004
Toll-free: (888) 657-3534

Please call the Maryland State Directory of New Hires at (410) 281-6000, or toll-free at (888) 634-4737 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 Eastern Time.

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