New hire reporting is the process of reporting newly hired and rehired employees to a state agency. As an employer, you are required to report on your new hires within a certain number of days after the date of hire.
A primary purpose of new hire reporting is to ensure that individuals who are legally responsible for making child support payments are in fact making these payments by means of pay garnishments. Some states also use new hire reporting to help in detecting abuse of assistance programs such as Workers Compensation and unemployment insurance.
Payroll departments are normally responsible for submitting the new hire reports for the GREs in their enterprise. In most states, they must submit these reports within a certain number of days, usually 20 days. However some states have different reporting requirements. Oracle HRMS recommend that you verify the due date with the state to which you are filing the report.
Oracle HRMS enables you to report on your newly hired and rehired employees using the New Hire State Report and the New Hire State Magnetic Media report.
Single state employers, that is, an employer who hires and employs people within one state, are required to report all new hire information to the state in which all its employees work. Multistate employers, that is, an employer who hires and employs people in two or more states, can either report all the newly hired employees to each working state or report all newly hired employees to one state.
A multistate employer who reports its newly hired employees with one state must submit their report using the New Hire State Magnetic Media report. This report uses the selected state's format to produce one report for all new hire information for each state within your GRE. Oracle HRMS recommend you contact the individual state agency to which you are reporting, as some states have different reporting electronic data requirements.
Note: If you are a multistate employer who wants to report all new hire information to one state, you must register with the DHHS (Department of Health and Human Services). Refer to the DHHS website for more information about registering with them: www.acf.hhs.gov
These reports include the following information that is required for reporting your new hires:
Employee name, address, date of hire and social security number
Employer name, address and federal identification number (EIN)
Note: State agencies require the GRE's federal identification number (issued by the IRS), or its SUI identification number, or both, to be able to identify it. You can enter this information for your GRE in the Organization window.
Additional information may also be included in the report, depending on the requirements of the state to which you are submitting your report. This information includes:
Employees date of birth.
Their jobs, hours normally worked per week, full or part time employment category, salaries, rates and pay frequency.
The availability to the employees, and their dependents, of employer-provided health care insurance plans.
Whether employees currently have child support obligations.
Employer MD UI number
New Hire reports must also include the name, job and telephone number of the employee serving as the GRE's contact for new hire reporting.