Q:
I am an employer with employees in more than one state. What special considerations, if any, need to be made for this?
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A:
New hire reporting is mandated by law in all 50 states so one of the main goals of new hire reporting legislation is to make it as easy as possible for employers to comply. For those employers who have employees in more than one state, we have two convenient options for reporting. Click here for more information about Multistate reporting.
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Q:
Is there an easier way to report other than submitting a New Hire Reporting Form? |
A:
We highly recommend reporting your new hires electronically, as there are multiple options for doing so. You can either report new hires using our convenient Web site, or you can transmit a data file created by your company's human resources or payroll software. Electronic reporting eliminates paperwork, increases the accuracy of the reports, allows faster processing, and can save on postage and other costs. Additionally, our Web site also provides printable confirmation of all new hires you report during a session. Electronic reporting can also qualify Multistate employers to report new hires directly to one state.
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Q:
What if I have questions about child support or income withholding? |
A:
The New Hire Reporting Center does not have access to specific child support information and does not have the ability to answer questions related to child support.
Check out our Employer Resources page to find information on local, state, and federal child support agencies.
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Q:
Do I have to report if I do not hire anyone? |
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Q:
Are domestic employees (maid, nurse, gardener) required to be reported? |
A:
New hire reporting legislation requires all "employees" be reported. Therefore, an individual who is an employee for purposes of federal income tax withholding from wages, is also an employee for new hire reporting purposes. If you need to determine whether you should be paying federal income taxes for your employees, please contact the Internal Revenue Service at (800) 829-1040 or visit them at http://www.irs.gov.
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Q:
I am an employer who has more than one address. Which one should I list? |
A:
You should list the address where you want income withholding orders sent. A street address is preferred, as long as mail can be sent there.
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Q:
I provide employee information on my Quarterly Wage Reports. Why must I also report the employee as a new hire? |
A:
New hire information from the Quarterly Wage Reports becomes available two to six months after the date of hire. When you report new hires immediately, there is a much better chance of locating the individual while still employed, and the required child support action can be taken at once. Furthermore, fraudulent unemployment insurance, workers compensation, and welfare benefit payments can be detected quickly.
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Q:
Do temporary agencies have to report their new hires for every assignment? |
A:
Temporary agencies are mandated to report their workers who sign a W-4 form and report to an assignment. Workers only need to be reported once, and they do not need to be reported each time they are placed with a new client. If the worker has a break in service from your agency and a new W-4 form is required, then a new hire report would be necessary.
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Q:
Do I need to report an employee who worked for a couple of hours or days and then quit? |
A:
As long as an employee filled out a W-4 form, even if they only worked for a few hours, that employee must be reported. Although that employee is no longer with your company, useful information such as home address and work history can be obtained from their new hire report.
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Q:
Do I have to include my FEIN on line 10 of the W-4? The instructions say to include it only if I sent it to the IRS. |
A:
Yes, if you are sending in your report by W-4, you must include the employer name, address, and Federal Employer Identification Number (FEIN) in blocks 8 and 10 of the W-4 form. When reporting new hires, if you have more than one FEIN, please make sure you use the same FEIN used to report your quarterly wage information.
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Q:
If I take over a business, do I have to report all of the employees? |
A:
If these employees have previously been reported then NO, you are not required to report them again. However, employers are required to report any new employee who is hired after your take over date. If you are unsure whether employees have already been reported, we suggest you report any employee hired within the last 180 days.
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Q:
In addition to reporting new hires, do I need to report terminated employees as well? |
A:
No. Only new hires are required to be reported to the New Hire Reporting Center. However, if the terminated employee had an Income Withholding Order (IWO) for child support, the termination should be reported to the agency that issued the order.
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Q:
Can I send an outdated W-4? |
A:
Yes, but if you need new W-4 forms, please contact the Internal Revenue Service.
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Q:
If an employer receives the Federal Income Withholding Form from a non-governmental entity, what means are available to the employer to verify whether he or she should implement the notice to withhold? |
A:
Upon receipt of a Federal Income Withholding Form from a non-governmental entity, the employer may request a copy of the underlying withholding order, or the state law that authorizes another legal process to implement withholding, as verification that income withholding has been ordered in accordance with state law.
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Q:
What if I still have more questions about new hire reporting |
A:
Do not hesitate to call the Minnesota New Hire Reporting Center toll-free at (800) 672-4473 with any questions regarding the new hire reporting process. There is help desk staff available for your assistance Monday through Friday, 8:00am to 5:00pm Central Time. Our toll-free number operates 24 hours a day, seven days a week.
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