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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
Wisconsin must report the following employees:
- New employees: Employers must report all employees who reside
or work in the State of Wisconsin 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
rehires, 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 rehire if the worker has a break in service or gap in
wages.
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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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Optional Employee Information
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Optional Employer Information
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Employee's state of hire
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Employer phone #
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Employer Fax #
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Employer email address
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Employer Contact Name
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For questions about Multistate employers, click here.
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When do I have to report?
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
rehired 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 Wisconsin 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.
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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 are sending in your report by W-4, be sure it is
easily readable and the employee's section and employer's section are completed. The W-4
must include the employer name, address, and Federal Employer Identification Number (FEIN)
in blocks 8 and 10 of the W-4 form. 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. The W-4 must also include the employee's date of birth and date of hire.
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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, electronic transfer via modem (EFT), or mail reports to
the Wisconsin New Hire Reporting Center 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 Wisconsin New Hire Reporting Center.
Please call the Wisconsin New Hire Reporting
toll-free at (888) 300-4473 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 Central Time.
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