We strongly encourage payroll service providers to contact us
submitting new hires for their clients for the first time to ensure proper registration.
You are considered a third-party payroll provider if you
are any of the following:
- Certified Public Accountant CPA
- Payroll Processing Company
- Service Bureau
The file layout requires company information to be provided for each
employee reported. This allows the layout to contain an unlimited
number of different companies or FEINs.
New Hires must be reported using the same FEIN as the FEIN
under which state the quarterly wage reports are filed.
It is common for new hires and re-hires to begin working with a
company before they are actually added to the Payroll or Human
Resources computer systems. Because of delays, someone that is hired
or re-hired may not get reported if the delay is long enough that
the new hire report is created before their information is input
into the appropriate systems.
Your report should contain only unique,
never-before-submitted, new-hire records for your clients.
Please do not submit the same new hire records multiple
Employers with one or more subsidiary, location, or branch can save
time and resources by consolidating new hire reporting into one
central location. If possible, centralization of new hire reporting
at the corporate office is recommended, using the multistate reporting method
if applicable. This method reduces the collective time spent on
complying with the new hire reporting requirements and shifts the
responsibility from the remote branches to the corporate office
where reporting can be ensured.