What is new hire reporting?
State and federal laws require employers to report each newly hired or re-hired employee within 20 days of hire. New hire information is used for the purpose of child support enforcement.
Why must I report?
Hiring data collected from employers enables states to achieve several important goals on behalf of citizens. New hire reporting helps to prevent fraud and abuse of public assistance programs, as well as fraudulent unemployment and worker’s compensation payments. It also provides child support enforcement agencies with the information they need to ensure compliance with child support orders: it speeds up the child support income withholding process; expedites collection of child support from parents who have changed jobs; and quickly locates parents to help in establishing paternity and child support orders. New hire reporting helps children receive the support they need.
Who must report?
All employers doing business in Maryland must report all newly hired or re-hired employees. This includes part‑time and temporary employees, and employees returning to work after a 60‑day period of absence, such as seasonal employees. If an employee is paid wages, they must be reported, even if the wages are for only one day.
What if I have employees in many states?
If you are a multi-state employer, you may choose to report your new hires electronically to one state. If you choose this option, you must register with the Federal Office of Child Support Enhancement. Visit www.acf.dhhs.gov to learn more.
How do I report?
There are several methods available to report new hires. The fastest and most efficient way to report new hires is through the Maryland State Directory of New Hires website, www.mdnewhire.com. Electronic reporting is secure and saves both time and materials. You can also report electronically using secure Internet File Transfer Protocol (FTP), which can be set up by contacting the Maryland Department of Human Resources. If you prefer to mail or fax the information, you can send a printed list of new hire information such as excel spreadsheets, reports generated by bookkeeping software, or Forms W4. When faxing, do not include a fax cover sheet. If you use a payroll service, they may offer new hire reporting services.
What information is needed?
There are seven pieces of information that are required, three pertaining to the employer and four pertaining to the employee. The Federal Employer ID Number (FEIN), employer name, and employer payroll address are information that would be the same for each reporting. The employee date of hire, social security number, name, and address are all unique to the employee. It is also helpful to provide the employer phone number and email address, as well as medical insurance available to each employee. g
Source: Maryland State Directory of New Hires
For more information on new hire reporting requirements, please contact Judy Schaule at 443‑725‑5395.