Reporting Fundamentals
Electronic Reporting: Employers must report electronically utilizing one of our electronic reporting options. We can help you!
Multistate Reporting: Doing business with employees in more than one state? Learn about important options and how to meet your reporting requirements.
- Why is new hire reporting required?
- Who is required to report?
- What do I have to report?
- When do I have to report?
- How do I report new hires?
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 and re-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.
Who is required to report?
Employers and/or labor organizations doing business in the State of Indiana must report the following employees and contractors:
- New employees: Employers must report all employees who reside or work in the State of Indiana to whom the employer anticipates paying earnings. Newly hired or rehired employees who quit or are terminated prior to being reported should still be submitted.
- Re-hires or Re-called employees: Employers must report re-hires or employees who return to work 60 days after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment. If the employee has returned to employment within 60 consecutive days, there is no need to report that individual. This includes teachers, seasonal workers, and election poll workers.
- Temporary employees: Temporary agencies are responsible for reporting any employee who they hire to report for an assignment. Employees do not need to be re-reported each time they report to a new client. If the worker has a break in service for 60 consecutive days or more from your agency, then a new hire report would be necessary.
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
- Employee's Job Title
- Employee's Standard Occupational Classification (SOC)
- Employee's Starting Salary
- Employee's Rate of Pay
Optional Employer Information:
- Employer Phone Number
- Employer Fax Number
- Employer E-mail Address
- Employer Contact Name
Optional Employee Information:
- Employee's State of Hire
- Employee's Date of Birth
View questions about Multistate employers.
When do I have to report?
The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C. 653A requires all employers to report within 20 days of an employee's hire or re-hire date. Employers who submit files shall submit the reports in two monthly transmissions not more than 12-16 days apart to ensure employees are reported within the 20-day compliance timeframe. There is no need to report if there are no new hires since the last report.
How do I report new hires?
The first step in reporting new hires is to register for an online account. Employers must report electronically utilizing one of these options below.
- Online Reporting: Employers can use our Web site to report their new hires online through an interactive reporting form. 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 Reporting: Employers can send new hire data files in a variety of ways, including transferring files through the Web site or through an internet connection using Secure File Transfer Protocol (SFTP). Employers can export their new hire information from their payroll or human resources software into a file that meets our layout specifications. Most software manufacturers provide technical support, and some software manufacturers have recently added electronic new hire reporting options to their latest upgrades.
Please call the Indiana New Hire Reporting Center toll-free at (866) 879-0198 for any questions regarding the new hire reporting process. Our help desk staff are available to answer your questions Monday through Friday from 8:00 AM to 5:00 PM ET.
