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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?
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 Ohio must report the following employees and contractors.
- New employees: Employers must report all employees who reside
or work in the State of Ohio 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).
Ohio Revised Code, section 3121.89 defines an “employee” as “an individual who is
employed to provide services to an employer for compensation that is reported as
income from wages”. “Employee” does not include an individual performing intelligence
or counterintelligence functions for a state agency, if the head of the agency has
determined that reporting pursuant to this section could endanger the safety of the
employee or compromise an ongoing investigation or intelligence mission.
“Contractor” means and individual who provides services to an employer as
an independent contractor for compensation that is reported as income other
than wages and who is an individual, the sole shareholder of a corporation,
or the sole member of a limited liability company. “Contractor” does not
include any of the following:
- An individual performing intelligence
or counterintelligence functions for a state agency if the head of the
agency has determined that reporting pursuant to this section could
endanger the safety of the individual or compromise an ongoing
investigation or intelligence mission;
- A professionally licensed person who is
providing services to the employer under that license;
- An
individual who will receive for the services provided under the contract
compensation of less than two thousand five hundred dollars per year or a
greater amount that the director of job and family services establishes by rule
adopted under section 3121.896 of the Revised Code.
- 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 Birth
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Employee's Date of Hire
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Employee's state of hire (only if reporting as a Multistate employer)
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Required Contractor Information
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Contractor's Name
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Contractor's Address
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Contractor's Social Security number or FEIN
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The date payments begin
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The length of time (months) the contractor will be performing services for the employer.
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For questions about Multistate employers, click here.
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When do I have to report?
Ohio Revised Code Section 3121.89-3121.8911 requires all employers to submit their new hire reports
within 20 days after the employee is hired or re-hired or returns to work and within 20 days of the date
payments begin with contractors. Employers who submit report 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 Ohio 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 Ohio New Hire Reporting Center.
Mail reports to:
Ohio New Hire Reporting Center
P.O. Box 15309
Columbus, OH 43215-0309 |
Fax reports to:
(614) 221-7088
Toll-free: (888) 872-1611 |
Please call the Ohio New Hire Reporting Center
at (614) 221-5330, or toll-free at (888) 872-1490 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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