|
State Directory of New Hires
Contact Number & Website
|
State Directory of New Hires
|
Reporting Timeframe in Effect
|
Reporting Elements in Effect 10/97
|
Methods of Transmission
|
Penalty for Noncompliance
|
Proposed Changes for 10/98
|
Comments
|
|
* Employers reporting electronically or magnetically should
contact state for reporting timeframes.
|
|
Alabama
(334) 353-8491
e-mail: newhire@dsmd. dsmd.state.al.us
|
State Employment Security Agency
|
7 days
|
W-4 elements
date of hire, rehire and/or recall
Optional element is reporting job
refusal
|
Electronic media, magnetic media, fax, mail
|
$25
|
No changes anticipated
|
|
|
Alaska
(907) 269-6685
|
Child Support (IV-D)
|
monthly
|
W-4 elements,
date of birth, date of hire
|
Mail, fax, electronic media, diskettes
|
$1,000 per violation
|
All employers will be required to report within 20 day reporting
timeframe; reduction in penalty provision
|
Currently, employers with 20 or more employees must report.
Agency will also notify other employers who are to report.Multi-
state employers
who choose to report to AK must report
all new hires.
|
|
Arizona
(602) 252-4045
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Magnetic tape, diskette, mail, fax. Internet reporting is being
planned.
|
No penalty
|
All employers to report W-4 elements only; 20 day reporting
timeframe
|
|
|
Arkansas
(501) 682-3087
or (800) 295-2095
|
State Employment
Security Agency
|
20 days
|
W-4 elements
|
Internet, e-mail, electronic media, mail, fax, phone
|
no penalty
|
No changes anticipated
|
|
|
California
(916) 657-0529
website: http://www.
|
State Employment Security Agency
|
30 days
|
Employee's 1st initial and last name, SSN, employer's name and
address and state account number
|
Mail, fax and electronic media
|
$250 for second and subsequent failures to report effective
10/1/98 $24 per employee; $490 for conspiracy
|
All employers to report within 20 days; reporting elements will
be W-4, state EIN, and date of hire. Penalties change. Multi-state employers,
regardless of industry, who choose to report to CA must report all new hires
using CA's magnetic media format.
|
Current exemptions include employers with fewer than 5
employees, employees under 18 or with wages of less than $300 per month.
Only targeted employers report: automotive services,
construction, health & business services, building & special trade
contractors, restaurants, lodging.
|
|
Colorado
(303) 297-2849
|
Child Support (IV-D)
|
20 days, or first available payroll after hire
|
W-4 elements
Optional: date of hire, payroll address if different from EIN address
|
Mail, overnight delivery, internet, fax, electronic and/or
magnetic media
|
No penalty
|
|
|
|
Connecticut
(860) 424-5044
|
State Employment Security Agency
|
35 days
|
W-4 elements, date of hire, employer's name and address and CT
tax registration number
|
Mail, fax, electronic media
|
No penalty
|
All employers to report W-4 elements and CT tax registration
number within 20 days
|
|
|
Delaware
(302) 369-2160
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Mail, fax, electronic media
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
District of Columbia
(202) 645-7500
|
Control Board
|
|
|
|
|
|
|
|
Florida
(904) 922-9590
website:
http://sun6.dms.
state.fl.us/dor/
revenue.htm
|
Child Support (IV-D)
|
14 days
|
W-4 elements, date of hire, employer's unemployment compensation
identification number
|
Mail, fax, electronic media, phone
|
No penalty
|
All employers to report W-4 elements, date of hire, date of
birth if available within 20 days
|
Currently only employers with 250+ employees are required to
report; all other employer report on voluntary basis. Multi-state employers,
regardless of number of employees, who choose
FL must
report all new hires.
Exemptions
do not apply.
|
|
Georgia
(404) 657-2498
|
Child Support (IV-D)
|
10 days
|
W-4 elements, date of birth, date of hire, employer's phone
number
|
Mail, fax, electronic media
|
No penalty
|
All employers to report W-4 elements, date of birth, date of
hire and employer phone number within 10 days.
Multi-state employers who choose GA must report all new
hires--
exemptions do not apply.
|
Current GA exemptions: employers with less than 7 employees
Also exempt: employees working less than one month; working less than 350 hrs.
in a four-month period; with gross earnings less than $300
a month.
|
|
Guam 9-011-671-475-0101
|
Child Support (IV-D)
|
|
|
|
|
|
|
|
Hawaii
(808) 586-8984
|
State Employment Security Agency (until 10/1/98)
|
5 days
|
W-4 elements, date of hire, type of work, hours per week,
employer contact name, title and phone number
|
Mail, fax, magnetic tape
|
$10 per employee effective until 10/1/98; beginning 10/1/98,
IV-D will impose a penalty of
$25 per employee; $500 for conspiracy
|
All employers to report W-4 elements within 12-16 days of hire.
|
New Hire reporting function will move from SESA to Child Support
on 10/1/98. For information on changes, call 808-587-3692
|
|
Idaho
(800) 627-3880
website: http://www. labor.state.id.us
|
State Employment Security Agency
|
20 days
|
W-4 elements, date of hire, state unemployment insurance ID
number
|
Mail, fax, phone, e-mail, internet, electronic media
|
No penalty
|
No changes anticipated
|
Contractors who deduct federal income tax must report
|
|
Illinois
(800) 327-4473
http:// il.jobsearch.
org/
|
State Employment Security Agency
|
20 days
|
W-4 elements, will accept date of hire and wage withholding
address if volunteered by employer
|
Mail, fax, e-mail, internet, magnetic media such as tape,
cartridge, diskette
|
$15 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
Indiana
(800) 437-9136
http:// www.dwd.
state.in. us
|
State Employment Security Agency
|
20 days
|
W-4 elements
|
Mail, fax, electronic media, internet
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
Iowa
(515) 281-5331
|
Child Support (IV-D)
|
15 days
|
W-4 elements and the following if available: employer's phone
number, medical insurance availability and qualification date for coverage,
start date and date of birth
|
Mail, fax, phone, magnetic tapes
|
Contempt of court
|
All employees will have to be reported.
|
Currently, employees under 18 years of age and those who earn
less than $1 a day need not be reported under new hire reporting. Multi-state
employers
who choose IA
must report
all employees
--exemptions
do not apply.
|
|
Kansas
(888) 219-7801
http://
www.hr.state.ks.us
|
State Employment Security Agency
|
20 days
|
W-4 elements
|
Mail, e-mail, electronic media, fax, internet
|
No penalty
|
All employers will be required to report all new hires within 20
days using W-4 elements
|
Currently, KS employers report only new hires with support
obligation. All new hires reported quarterly. Employers who voluntarily report
all new hires within 20 days need not report new hires quarterly. Multi-state
employers
who choose KS must
report
all new hires
-no exemptions.
|
|
Kentucky
(502) 564-2285 ext.466
|
Child Support (IV-D)
|
7 days
|
W-4 elements
|
Mail, phone, fax, electronic media
|
No penalty (legislation to be introduced in 1998)
|
All employers to report W-4 elements, date of hire and medical
insurance availability with 20 days (legislation pending)
|
|
|
Louisiana
1-888-223-1461
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Mail, fax, internet, phone, diskette, magnetic cartridge
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
Maine
(207) 287-2886
e-mail:
maine.newhire@
state.me.us
|
Child Support (IV-D)
|
7 days
|
W-4 elements and date of birth
|
Mail, phone, fax, electronic media
|
$25 per employee; $500 for conspiracy
|
All employers will be required to report all new hires.
Exemptions will be eliminated.
|
Current exemptions include emplo yees who work less than 1 month
or who earn less than $100 per week. Only targeted employers report:
construction, wholesale or retail trade, some services. Multi-state
employers, regardless of industry, who report to ME must report
all new hires-no exemptions.
|
|
Maryland
(410) 347-9911
Toll-free in MD: 1-888-MDHIRES 1-888-634-4737
e-mail: lmims.ba
@ix. netcom.com
http://www. mdnewhire.com (available in Fall, 1997)
|
Child Support (IV-D)
|
20 days
|
W-4 elements, date of hire, and state unemployment insurance
number
Optional
elements:
employee's salary
and rate, date of
birth, gender,
health benefits
availability
|
Mail, phone, fax, electronic media, internet, magnetic media
|
$20 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
Massachusetts (617) 577-7200 ext. 30488
e-mail:
newhire@ma-cse
.org
website:
http:// www. ma-cse
.org
|
Child Support (IV-D)--located in the MA Dept. of Revenue
|
14 days
|
W-4 elements, date of hire or
reinstatement
|
Mail, fax, internet, magnetic tape
|
Up to $25 per employee for first offense; up to $50 per employee
for second offense; up to $100 per employee for each subsequent offense
|
No changes anticipated
|
|
|
Michigan
(800) 524-9846
e-mail: michigan@ new-hires.com
website: http://www. new-hires.com/ michigan
(all available mid-October, 1997)
|
Department of Treasury
|
20 days
|
W-4 elements
Optional elements include date of hire and date of birth
|
Mail, fax, printed list, e-mail, magnetic tape, diskette
|
No penalty
|
No changes anticipated
|
|
|
Minnesota
(800) 672-4473
|
Child Support (IV-D)
|
20 days
|
W-4 elements, date of birth and state of hire if available
|
Mail, phone, fax, electronic media
|
$25 per employee; $125 for conspiracy
|
No changes anticipated
|
Reporting of contractors is mandatory for Government agencies,
optional for all other employers
|
|
Mississippi
(800) 241-1330
e-mail: mississippi
@new-hires.com
website: http://www. new-hires.com/ mississippi
(Fall, 1997)
|
Child Support (IV-D)
|
15 days
|
W-4 elements, date of birth, gender code, work state, date of
hire
|
Mail, fax,
e-mail, internet
|
$25 per employee; $500 for conspiracy
|
Considering adding fields for wage and medical support data
|
|
|
Missouri
(800) 859-7999 option #0
e-mail: askcse@mail.state. mo.us
website: http://www.
|
Child Support (IV-D)
|
20 days
|
W-4 elements
Optional element: date W-4 was completed or date of hire
|
Mail, fax, electronic media
|
$25 per employee; $350 for conspiracy
|
No changes anticipated
|
|
|
Montana
1-888-866-0327 1-406-444-9290 for outside MT
e-mail:
rknudson@mt.gov
Website: http://www.
|
Department of Revenue
|
20 days
|
W-4 elements and date of hire required
Optional elements: date of birth, employee and employer phone
numbers, state of hire, medical insurance availability, employe's state ID
|
Mail, phone, fax, internet, electronic media
MT has a scanable form available
|
No changes anticipated
|
|
|
|
Nebraska
(402) 471-9160
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Mail, internet, fax, electronic media
|
$25 per employee, effective 10/98
|
|
|
|
Nevada
(702) 687-4744
|
State Employment Security Agency
|
20 days
|
W-4 elements
|
Mail, fax, electronic media
|
No penalty at this time
|
No changes anticipated
|
|
|
New Hampshire
(888) 783-3598
|
New Hampshire Department of Employment Security
|
20 days
|
W-4 elements, Optional elements include date of hire, state of
hire
|
Mail, fax, magnetic media
|
Existing civil and criminal penalties
|
Considering changes in how returning employees are defined.
|
|
|
New Jersey
(609) 588-2355
|
Child Support (IV-D)
|
20 days
|
W-4 elements (legislation pending)
|
fax, electronic media
|
$25 per employee; $500 for conspiracy (legislation pending)
|
|
|
|
New Mexico
(505) 827-7728
|
Child Support (IV-D)
|
20 days
|
W-4 elements; voluntary elements include date of hire or 1st
payroll date, date of birth, employer phone number, availability of medical
insurance
|
Mail, fax, electronic media
|
$20 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
New York
(800) 972-1233 option #1
electronic media
information:
(518) 463-2618
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Mail, fax, electronic media
|
$25 per employee; $450 for conspiracy
|
All employees must be reported.
|
Currently, employees of temporary service agencies who are not
yet receiving wages are exempt. Exemptions
do not apply
to multi-state
employers
who have
chosen to
report to NY.
|
|
North Carolina
(919) 876-2221 or (888) 514-4568
e-mail: ncarolina@new-
hires.com
|
Child Support (IV-D)
|
20 days
|
W-4 elements and state EIN
|
Mail, phone, fax, electronic media, e-mail
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
North Dakota
(701) 328-3582
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Mail, fax, electronic media, FTP (file transfer protocol)
|
$20 per failure to report; $250 for conspiracy
|
No changes anticipated
|
|
|
Ohio
(800) 208-8887
e-mail: new-hires.com
website: http://www. onhrp.inetstrat.com
|
Child Support (IV-D)
|
20 days
|
W-4 elements, date of birth, date of hire
|
Mail, e-mail, fax electronic media, internet
|
$24.50 per employee; $499 for conspiracy
|
No changes anticipated
|
|
|
Oklahoma
(405) 522-5871
http://www.
onenet.net/okdhs/
division/csed/
csedindx.htm
|
Child Support (IV-D) house the SDNH, although State Employment
Security Agency receives the new hire reports
|
20 days
|
W-4 elements, state of hire, date of hire
|
Mail, fax, internet, electronic media
|
No penalty
|
No changes anticipated
|
|
|
Oregon
(503) 986-6053
|
Child Support
(IV-D)
|
14 days
|
Employee's name and SSN; employer's, address, and Oregon Tax ID.
|
Mail, fax,
diskette, magnetic tape
|
$25 per employee; $500 for conspiracy
|
All employers will be required to report all new hires, using
W-4 elements, within 20 days.
Multi-state employers, regardless of industry, who choose to
report to OR must report all new hires. Exemptions do no apply.
|
Currently targeted employers report:general building
contractors, special trade contractors, lumber & wood products, trucking
& warehousing, wholesale durable goods, auto dealers & service stations,
business services & auto repair services & garages
|
|
Pennsylvania
1- 888-PAHIRES
1- 888-724-4737
e-mail:
panewhires@iname .com
Website: www.panewhires
.com (November, 1997)
|
State Employment Security Agency
|
20 days
|
W-4 elements, state of hire (for multi-state employers only),
date of hire, date of birth, employer contact and phone number (legislation
pending)
|
Mail, fax, internet, electronic media
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
Puerto Rico
(787) 767-1500
|
Child Support
(IV-D)
|
20 days
|
W-4 elements, employer state ID number, second address (physical
location), employee date of birth, date of hire
|
Mail, fax, diskette or magnetic tape
|
Not at this time
|
No changes anticipated
|
Be sure to include both last names of the employee
|
|
Rhode Island
(401) 277-2302
website: http://www.RInewhire
.com
|
Child Support (IV-D)
|
14 days
|
W-4 elements, employer address for wage withholding,
availability of employee/depend ent health insurance provided by employer, date
of which employee qualifies for dependent coverage
Optional elements:
employee date of birth, date of hire, state of hire
|
Mail, phone, fax, e-mail, internet, electronic media
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
South Carolina
(800) 768-5858
e-mail:
Chrissyb@infoave. net
|
Child Support (IV-D)
|
30 days
|
W-4 elements, date of birth;
Optional element is date of hire
|
Mail, fax, magnetic tape or diskette
|
$25 for second offense; $500 for conspiracy
|
All employers to report all new hires using W-4 elements within
20 days
Multi-state employers who choose to report to SC must report
all new hires--
exemptions
do not apply.
|
Current exemptions: employees who will be employed less than one
month; those who work less than 350 hours during a 6 month period; employees
whose gross earnings are less than $300 per month.
|
|
South Dakota
(888) 827-6078 website: http://www. state.sd.us/dol/
newhire.htm (Fall, 1997)
|
State Employment Security Agency
|
20 days
|
W-4 elements
|
Mail, phone fax, internet, electronic media
|
$25 per employee
|
No changes anticipated
|
|
|
Tennessee
1-888-715-2280
|
Child Support (IV-D)
|
20 days
|
W-4 elements
|
Mail, fax, magnetic tape, diskette (other methods in development
stages)
|
$20 per employee; $400 for conspiracy
|
No changes anticipated
|
|
|
Texas
(800) TEXHIRE
(888) 839-4473
|
Child Support (IV-D)
|
10 days
|
W-4 elements and date of birth
|
Mail, fax, electronic media
|
No penalty at this time
|
All employers will be required to report all new
hires--voluntary status will end. Penalty for noncompliance to be determined.
|
A voluntary program that does not seek out reports on employees
who will be employed less than one month or who will be paid for less than 350
hours within a continual six month period. Multi-state employers who choose
to report to TX must report all new hires--exemptions do not apply.
|
|
Utah
(801) 526-4361
website: http://www. dwsa.state.ut.us
(Fall, 1997)
|
State Employment Security Agency
|
20 days
|
W-4 elements, date of hire are required.
Optional items on paper form only: occupational title, part or
full time status
|
Mail, fax, diskette, magnetic tape or cartridge
|
$25 per employee; $500 for conspiracy
|
No changes anticipated
|
|
|
Vermont
(802) 241-2194
e-mail: empl@wpgate1. ahs.vt.stat.us
|
State Employment Security Agency
|
14 days
|
W-4 elements, Vt employer identification number
|
Mail, fax, phone, electronic media
|
No penalty until 10/98
|
All employers will be required to report new hires within 20
days
|
Currently a voluntary program. Multi-state employers who
choose VT must report all new hires.
|
|
Virgin Islands
(809) 775-3070
|
State Employment Security Agency
|
20 days
|
W-4 elements and date of hire (proposed)
|
Mail, fax
|
|
|
|
|
Virginia
(800) 979-9014
|
Child Support (IV-D)
|
35 days
|
W-4 elements, State Employment Security Agency number
|
Mail, fax, electronic media, magnetic media
|
No penalty
|
Employers to report new hires using W-4 elements and state
unemploymen t insurance number only within 20 days of hiring
|
|
|
Washington
(800) 562-0479
http://www. wa.gov/dshs/dcs/ csrc.htm
|
Child Support (IV-D)
|
35 days
|
W-4 elements, employer's unemployment insurance number
|
Mail, fax, phone, electronic media
WA accepts multi-state reports on magnetic media
|
$200
|
All employers will be required to report new hires using W-4
elements and date of birth. Multi-state employers, regardless of industry,
must report all new hires if they chose to report to WA--
exemptions
do not apply.
|
Until 10/1/98, reporting is limited to certain industries
report: construction, special trades; mfg.hvy equip; some wage and hourly
exemptions apply. Call 800-562-0479
|
|
West Virginia
(800) 835-4683
|
Child Support (IV-D)
|
14 days
|
W-4 elements, date of birth, payroll address
Optional information: date of hire
|
Mail, phone, fax, electronic media
|
$20 per employee; $350 for conspiracy
|
Employers will be required to report all employees. Date
of hire will become an optional reporting element. Multi-state employers who
choose WV must report all employees--
exemptions
do not apply.
|
Current exemptions are employees who will: be employed less than
one month; work less than 350 hours during a continuous six month period; earn
less than $300 gross per month
|
|
Wisconsin
(888) 300-4473
website: http://www.
(new hire information coming late October, 1997)
|
State Employment Security Agency
|
20 days
|
W-4 elements, date of birth
|
Mail, fax, internet, electronic media
|
No changes anticipated
|
|
|
|
Wyoming
(307) 638-1675
http:// wydoe.state.wy.us/ erd/fedhire.htm
|
State Employment Security Agency
|
20 days
|
W-4 elements
|
Mail, fax, electronic media
|
No penalties
|
|
|
