Who is required to report?
Employers and/or labor organizations conducting business in the State of Minnesota are required to report the following employees:
New employees: Employers must report all employees who reside or work in the State of Minnesota 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 after 60 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 60 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 from your company.
What do I have to report?
Required Employer Information:
- 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.
- Employer's Name (please use corporate name)
- Employer's address (please provide address where Income Withholding Orders should be sent)
Required Employee Information:
- Employee's Full Name (First, Middle, Last)
- Employee's Mailing Address
- Employee's Social Security Number (SSN)
- Employee's Date of Hire
- Employee's State of Hire (only if reporting as a Multistate employer)
Optional Employer Information:
- Employer's Phone Number
- Employer's Contact Name
- Employer email address
Optional Employee Information:
- Employee's state of hire
- Employee's Date of Birth
When do I have to report?
Minnesota Statute 256.998 requires that all employers submit their new hire reports within 20 days after an employee is hired, re-hired, or returns to work. Employers who submit reports magnetically or electronically are to submit the reports in two monthly transmissions not more than sixteen days apart.
Where do I report new hires?
Employers can send new hire data files in a variety
files through this web site. Utilizing our Web site's online reporting feature is a very popular option for employers. This feature provides printable confirmation of reports received, and is conveniently available 24 hours a day, 7 days a week.
File Transfer Protocol (FTP) using FTP client
- Non-Electronic Reports - Paper new hire reports may either be faxed or mailed to our New Hire Reporting Center.
For additional questions, please contact us.
Why is 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.
How do I report new hires?
The Minnesota New Hire Reporting Center offers many options to help make new hire reporting simple and easy for employers. The options available are listed below.
Electronic Reporting ..more
New Hire Reporting Form:
print, fill out, then fax or mail us a New Hire Reporting Form.
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.
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.
Payroll Service ..more