State & Federal Requirements

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 they anticipate paying earnings. Employees must be reported even if they only work one day, and are terminated prior to the employer fulfilling the new hire reporting requirement. The term "newly hired employee" means an employee who has not previously been employed by the employer; or (ii) was previously employed by the employer but has been separated from such prior employment for at least 60 consecutive days.

    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 an 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. For further clarification of who may be an Independent Contractor, go to : "Contractor" does not include any of the following:

    1. 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;

    2. A professionally licensed person who is providing services to the employer under that license;

    3. 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.

  • 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.

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
  • Employer's Payroll Processing Address

Required Employee Information:

  • Employee's Name (First, Middle, Last)
  • Employee's Mailing Address
  • Employee's Social Security Number (SSN)
  • Employee's Date of Hire
  • State of Hire

Required Independent Contractor Information:

  • Independent contractor's name
  • Independent contractor's address
  • Independent contractor's social security (SSN) or federal tax identification number (FEIN)
  • Date payment begins
  • Length of time the independent contractor will be performing services for the employer

Optional Employer Information:

  • Employer income tax credit status
  • Employer second address

Optional Employee and Independent Contractor Information:

  • Employee gender
  • Employee work status
  • Employee's Date of Birth

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. Reports must be submitted within 20 days of the date payments begin. Employers who submit reports magnetically or electronically shall submit the reports in two monthly transmissions not more than sixteen days apart. Submitting quarterly wage reports to the Ohio Employment Security Commission does not satisfy the obligation to submit timely New Hire reports.

Where do I report new hires?

Employers can send new hire data files in a variety of ways:

  • Uploading 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.
  • Through File Transfer Protocol (FTP) using FTP client software.
  • 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 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 new legislation required that employers in all 50 states directly report their new hires to a state directory.

New hire reporting accelerates the child support income withholding order process, expedites collection of child support from parents who frequently change jobs, and promptly locates non-custodial parents to help establish paternity and child support orders. Because of this, new hire reporting is essential to helping children receive the support they deserve. Employers serve as key partners in ensuring the financial stability of many children and families and should take pride in their integral role.

How do I report new hires?

The Ohio 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

  • Upload a data-file :
    Generate a file from your payroll software, then Login or Register to upload it to us through this site or through FTP.

  • Manual Data-Entry :
    Login or Register to type your new hires directly into this web site.

Payroll Service ..more

  • 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.

Non-Electronic Reporting

  • New Hire Reporting Form:
    You may download, print, fill out, then fax or mail us a New Hire Reporting Form.

  • 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.

  • 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.

MAXIMUS operates the Ohio New Hire Reporting Center under contract with the Ohio Department of Job & Family Services Office of Child Support
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