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?
Employers play a pivotal role in helping New Jersey’s children receive the support
they need. Children who do not receive court ordered financial support from a parent
often are required to depend on public assistance programs or live in poverty. By
complying with the requirements of the new hire reporting law, you will help children
receive support to which they are entitled.
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?
Under New Jersey Statutes Annotated 2A:17-56.61 and the Federal Personal Responsibility
and Work Opportunity Reconciliation Act of 1996 (PRWORA) all public, private, non-profit,
and government employers are required to report the following individuals:
- New employees: Employers must report all employees who reside or work in
the State of New Jersey to whom the employer anticipates paying earnings. Employees
should 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.
- Contracted Entities: State law requires that an independent contractor
transacting business in New Jersey be reported as a new hire.
Payroll companies who contract with employers to report New Hire information will
be held to the same standards as individual employers.
Failure to report a new employee could result in a fine up to $25 per violation.
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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
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Employee's Date of Birth
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For questions about Multistate employers,
click here.
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When do I have to report?
N.J.S.A. 2A:17-56.61 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 (if you have employees to report), 12 to 16
days apart.
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How do I report new hires?
The New Jersey New Hire Directory offers many options that make it easy for employers
to report new hires. Regardless of which method is used, all required information
as listed above must be included. 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.
- Create your own Electronic New Hire Reports: Click here for detailed instructions and electronic data transmission
methods for creating electronic new hire reports.
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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.
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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 on diskette. Click here to learn
more about electronic reporting.
Non-Electronic Reports - Paper new hire reports may either be faxed or
mailed to our Center.
Mail reports to:
New Jersey New Hire Directory
P.O. Box 4654
Trenton, NJ 08650-4654 |
Fax reports to:
Toll-free: (800) 304-4901 |
Please call the New Jersey New Hire Directory
toll-free at (877) 654-4737 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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