Significance and Meaning of Hire Report - HRMantra HR Software

Significance and Meaning of Hire Report - HRMantra HR Software

4-6 minutes

What is New Hire

The New-Hire Report is like special paper that reports details pertaining to a person who has been recently hired or rehired by you in a particular U.S. state. It''s forwarded to the respective state authorities by whosoever is in charge. This kind of report is important paperwork for both completely new hires and for those who worked for you but took at least a 60-days break.

This form includes the employee''s personal information and should be mailed within 20 days after an employee begins to draw wages. It''s the law!

Why Report

It''s a requirement under the law known as the Personal Responsibility and Work Opportunity Reconciliation Act of 1996. Skipping it might bring a fine from the state. Being negligent about doing it can cost as much as $25, while if you and the employee are pulling off some kind of scam, it can run as high as $500. Other states may impose other forms of punishment.

It basically avoids or resolves issues like fake claims for workers'' compensation and unemployment benefits. This also ensures that, in case of child support, money for support gets to the right parents.

Ways of Reporting a New Hire to the State

It''s almost as if sending that New Hire Report is like choosing how to mail a special letter to the state about your new employee. Now, you have a couple of options to be sure the information gets there.

• Electronics Stuff: You know, those things like computers and the internet. You type in the details on your computer and zip it through the internet to the state office. So fast and up-to-date!
• Snail Mail: The old way is to put the report in an envelope, stamp it, and send it through the regular mail. They call it snail mail.
• Magnetic Tapes: This is quite old-fashioned. It entails the use of tapes, like those used in old music players, to store the information. But few use this system anymore.

But it doesn''t stop there. Each state gets to set its own preferences for how they want to get this info. So, if you''re really lucky, there will be online forms where you literally just click and type. Nice. Others are okay with a really basic phone call, like you talk to someone real and relay the details. You might be able to email them. Or, if you''re feeling really retro, you could pull out the fax.

How is New Hire Report Form Made

When you mail in the report, it should contain some essential things:

• Employee''s name, address, and social security number
• Requirements to support as proof that they were paid, for the first time
• Business''s name, address, and FEIN (Federal Employer Identification Number)
• W-4 form, a custom or the state gives you.

Does a Transferred Employee Have to Fill Out a New Hire Report?

If one of your employees is transferred within your company, you are not obligated to submit a new report. The information you report to your state goes to a master list. That master list is called the National Directory of New Hires. So, do not bother with reporting every time somebody moves desks.

Now what if, I am in charge of a big business that works in different states? Two choices, either you send reports to the state where the person works, or just to one state where you do business. In case you go with the second, tell the U.S. Health and Human Services Secretary.

The New-Hire Report is like a special paper you send in to the state when you either hire new or return the old and it makes me feel happy again. You must do that within 20 days and it is very important because it follows the law and keeps things fair. You can send it in several ways and, after the form, there is space that you can fill in with the details of a person. And if one of your employees moves within your business, no new report is required. If your business is large and spanning across a number of states, you can select where you wish to send the reports.

FAQs

When must I report a New Hire Report?

The report must be sent within 20 days of the employee''s first day of paid work.

Who is required to report a New Hire Report?

Employers must file a New Hire Report for all new hires and rehires.

How does the New Hire Report reduce fraud?

The information collected on the report is used to stop/work toward avoiding workers compensation and unemployment fraud through the ability to verify employment information.

Is there other reporting options for the submission of a New Hire Report?

Yes, there are many: electronic submission, mail, and, in some cases, even submittal using magnetic tapes. Different states would have their ideal modes of submission. That would include online forms, phone calls, emails, or faxes.

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