Such employers must also notify the federal Department of Health and Human Services as to which state they have designated to receive all their new-hire information. Multistate employers who opt to report to only one state must submit new-hire reports electronically or magnetically.

Select one state where employees are working and report all new hires to that state’s designated new-hire reporting office.

Abide by the new-hire reporting program of each state and report newly hired employees to the various states in which employees are working.

Multistate employers may choose either of the following:

Any other hiring document, data storage device, or mechanism authorized by state law.Įmployers Operating in Two or More StatesĪn employer with employees in more than one state has two options in fulfilling new-hire reporting requirements.

A copy of the employee’s Form W-4 or an equivalent form.

Means of ReportingĮmployers may submit any of the following items via first class mail, fax, interactive telephone systems, email, state Web sites, other electronic or magnetic media:

Reporting is not required for an employee of a federal or state agency performing intelligence or counterintelligence functions if the head of such agency has determined that the new-hire reporting, with respect to the employee, could endanger the safety of the employee or compromise an ongoing investigation or intelligence mission. In either case, the contractor is responsible for the reporting of their employees.Īny department, agency, or instrumentality of the United States must comply with the reporting requirements by transmitting the report to the National Directory of New Hires. However, some states have laws requiring new-hire reporting of independent contractors. The following employer information must be reported upon the hiring, rehiring, or return to work for all employees:Įmployers are not required to report an individual if the work performed is based on a contract rather than an employer/employee relationship. Date of hire, rehire, or return to work.

The following employee information must be reported upon the hiring, rehiring, or return to work for all employees: Required information to be reported includes the following: However, if a returning employee had not been formally terminated or removed from payroll records, there is no need to report that individual as a new hire. Reporting Process Information to Be Reportedįederal law requires employers to collect and transmit several data elements to fulfill their new-hire reporting responsibilities. § 653a, requires each state to establish an automated directory (known as the State Directory of New Hires) which will contain specific information supplied by employers on each newly hired employee. New-hire reports are matched against child support records at the state and national levels to locate parents that owe child support.įederal law, located at 42 U.S.C.A. A few of the many procedural goals of reporting are to detect fraud, help locate individuals for establishing paternity, and/or establishing, notifying, and enforcing child support orders. It does not apply to individuals requesting information from the NDNH, such as, parents or commercial entities who do not have legal authority to access the NDNH.All employers must report the hiring, rehiring, and return to work of all paid employees. This guide only applies to agencies with legislative authority to access NDNH data. This guide provides a basic overview of data maintained in the NDNH and the limitations on its use by authorized federal and state agencies. In addition, Congress authorized specific state and federal agencies to receive information from the NDNH for authorized purposes. The federal Office of Child Support Enforcement (OCSE) operates the National Directory of New Hires (NDNH), a database established by the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) for the purposes of assisting state child support agencies in locating parents and enforcing child support orders.

National new hire database