New Hire Reporting Instructions
Purpose - Each state’s child support agency does two things with the new hire data. First,
the agency compares the information submitted against current state child support files to
locate parents. Second, the agency promptly passes the new hire information to the
National Directory of New Hires, a component of the Federal Parent Locator Service within
the Federal Office of Child Support Enforcement. This service compares the data from the
employer's state with child support information from other states and, when a match is
found, provides the information to the appropriate state agency.
Data Elements - Federal law requires employers to collect and transmit six data elements to
fulfill their new hire reporting responsibilities. Many states require additional information
beyond the six data elements below:
Data Element
Definition
Employer Name
Name associated with the
Identification Number (FEIN)
Employer Address *
Address associated with the FEIN entity that employs
the individual
Federal Employer
Number (FEIN)
Identification Nine-digit number assigned to the employer by the
Internal Revenue Service
Federal
Employer
Employee Name
Full name associated with that employee's Social
Security number
Employee Address
Current residential address of the new employee
Employee SSN
Nine-digit Social Security number assigned to the
employee by the Social Security Administration
* It is strongly recommended that the payroll office address for the newly hired
employee also be reported if it is different from the FEIN address.
Reporting Medium - Payroll professionals will recognize that these data elements are
identical to those collected on the Federal Form W-4, required from all new employees in
order to add them to the firm's payroll roster. Accordingly, many employers send copies of
the W-4 as their official new hire report. Employers may also create their own report form or
use a state-designed form. Many states accept, at the employer's option, input through the
following media: 1) mail, 2) fax, 3) interactive telephone systems, 4) e-mail over the internet,
5) state websites and 6) other electronic or magnetic media.
Reporting Frequency - According to federal law, employers must submit information on
every new hire within 20 days of the date of hire, unless the submission is made
electronically or magnetically. An employer reporting electronically or by magnetic medium
must submit two transmissions each month (if necessary, based on the volume of hiring) not
fewer than 12 days nor more than 16 days apart.
Multi-State vs. Single-State Employers - A single-state employer hires and employs
people within one state. Such an employer is required to report all new hires to the state in
which it does business, which is the same state where all its employees work. A multi-state
employer hires and employs people in two or more states. Such an employer conducts
business within each state, and reports its employees to the states where they work.
Multi-state employers may select one of the following reporting options:
•
•
Report newly-hired employees to the various states in which they are working,
following the New Hire Reporting program regulations, requirements and timeframes
of each state; or
Select one state where employees are working and report all new hires to that state's
designated New Hire Reporting office. (Note: this option is not available to multi-state
payroll service companies reporting on behalf of their customers unless those
customers are multi-state employers and have requested this option.)
Multi-state employers who choose to report to one state, must submit new hire reports
electronically or magnetically. The multi-state employer should contact the state agency to
which it will be reporting to obtain its current electronic data specifications.
Additionally, multi-state employers who report all their new hires to a single state must
register with the Federal Department of Health and Human Services as to which state they
have designated to receive all their new hire information. There is a good reason for this
reporting requirement: The National Directory of New Hires maintains a list of those multistate employers who have elected to use single-state notification. The designated reporting
locations chosen by these employers can then be made available to all states.
When registering with the Department of Health and Human Services, the multi-state
employer must include the following information:
•
•
•
•
•
•
Federal Employer Identification Number (FEIN),
Employer's name, address and telephone number related to the FEIN,
State selected for reporting purposes,
Other states in which the company has employees,
Corporate contact person,
If the company is reporting new hires on behalf of subsidiaries operating under
different names and FEINs, list the names and FEINs, as well as the states where
those subsidiaries have employees working.
Multi-state employers can receive assistance with registration as a multi-state employer from
the Multi-state Help Desk by calling (410) 277-9470, 9:00 am - 5:00 pm, Eastern Time.
New Hire and the FPLS
The Federal Parent Locator Service (FPLS), a national location system operated by the
Federal Office of Child Support Enforcement (OCSE) to assist states in locating noncustodial parents, putative fathers, and custodial parties, includes two databases:
•
National Directory of New Hires (NDNH): a central repository of employment,
unemployment insurance claimant data, and quarterly wage data from State
Directories of New Hires, State workforce agencies, and federal agencies; and
•
Federal Case Registry (FCR): a national database that contains information on
individuals in child support cases and child support orders.
The FPLS works in two ways to support state IV-D child support operations in identifying
home and work addresses and sources of income and assets:
•
•
First, using a process known as proactive matching, the FPLS compares data from
the NDNH to data in the FCR. When there is a match, the FPLS automatically
provides new hire, quarterly wage, or unemployment claimant information on
custodial and non-custodial parents to any state with a related child support case.
The state child support agency uses this information to establish or modify a child
support order, or enforce (through income withholding) an existing order.
Second, at the request of a state child support agency's State Parent Locator
Service, the FPLS will search external federal agency databases in an attempt to
locate non-custodial parents and/or their assets, for the purpose of establishing or
enforcing a child support order. The FPLS has access to external locate sources
such as the Internal Revenue Service, the Social Security Administration,
Department of Veterans Affairs, the Department of Defense, and the Federal Bureau
of Investigation.
State information follows on next page
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
7 days
W-4 elements: first
day of work; newly
hired, rehired, or job
refusal (if employee
received a job offer)
indicator; employer's
FEIN, complete name
and address, contact
name and job title,
and phone number
mail, fax, magnetic
tape, cartridge tape,
internet upload,
website
Yes
W-4 elements;
Optional: date of
birth, date of hire,
employer's state EIN
mail, fax, magnetic
tape, cartridge tape,
CD, and diskette
Yes
W-4 elements
phone, mail, fax,
magnetic tape,
cartridge tape,
diskette, website,
FTP, EFT
No
Alabama
(334) 353-8491 (phone - new hire)
(334) 242-8956 (fax)
(334) 242-8461 (magnetic media technical support)
E-mail: newhire@dir.state.al.us - Website: www.dir.alabama.gov
Alaska
(907) 269-6089 (phone)
20 days
(877) 269-6685 (toll-free phone) Alaska only
(907) 787-3197, 3181 (fax)
(907) 269-6077 (fax)
Website:
www.childsupport.alaska.gov/Employers/Employer_Information.asp
Arizona
(888) 282-2064 (phone--new hire)
(602) 340-0555 (phone--new hire)
(602) 252-4045 (phone--child support)
(888) 282-0502 (fax)
(602) 340-0669 (fax)
Website: www.az-newhire.com
E-mail: az-newhire@policy-studies.com
20 days
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
20 days
mail, fax, magnetic
tape, cartridge tape,
diskette, website
No
FTP: ftp.az-newhire.com
EFT: (602) 340-0703
Arkansas
(800) 259-2095 (phone)
(501) 376-2125 (phone)
(800) 259-3562 (fax)
(501) 376-2682 (fax)
Website: www.ar-newhire.com
E-mail: ar-newhire@policy-studies.com
W-4 elements;
Optional: date of
birth, date of hire,
state of hire
California
(916) 657-0529 (phone)
(916) 255-0951 (fax)
Website: www.edd.ca.gov/taxrep/txner.htm
prior to the W-4 elements;
Optional: date of
new
birth, date of hire
employee's
20th day of
work
mail, fax, magnetic
Yes, if paid
tape, diskette, website $600 or more
per year
20 days
W-4 elements
mail, fax, magnetic
tape, cartridge tape,
diskette, website
20 days
W-4 elements, date of mail, fax, magnetic
hire;
tape, cartridge tape
Optional: CT
(50 min.), website
unemployment
Colorado
(800) 696-1468
(303) 297-2849 (phone)
(303) 297-2595 (fax)
Website: www.newhire.state.co.us
No
Connecticut
(860) 263-6310 (phone--new hire)
(800) 228-5437(phone--child support)
(800) 816-1108 (fax)
Website: www.ctnewhires.com
As of Oct 1,
2003, report
ICs if over
$5000/year
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
E-mail: ctnewhires@po.state.ct.us
Method of
Transmission
insurance number,
contact name and
phone
Reporting of
Independent
Contractors
payment is
anticipated
Delaware
(302) 326-6024 ext. 188
(302) 326-6232 (fax)
Website: www.state.de.us/dhss/dcse/page3.html
E-mail: newhires@state.de.us
20 days
W-4 elements
mail, fax, e-mail,
magnetic tape,
cartridge tape,
diskette
No
20 days
W-4 elements;
Optional: date of hire,
date of birth, gender,
employer contact and
phone number
phone, fax, mail,
magnetic tape,
cartridge tape,
diskette, e-mail
No
20 days
W-4 elements, date of
hire, address for
income withholding
order; Optional: date
of birth, FL
unemployment
compensation
account number
phone, mail, fax,
magnetic tape,
cartridge tape,
diskette, website,
FTP
No
10 days
W-4 elements, date of phone, mail, fax,
No
District of Columbia
(877) 846-9523 (toll-free)
(877) 892-6388 (toll-free fax)
Website: www.new-hires.com/dc
E-mail: dcnh@new-hires.com
Florida
(888) 854-4791 (phone--new hire)
(850) 656-3343 (phone--new hire)
(888) 854-4791 (customer service)
(888) 854-4762 (toll-free fax)
(850) 656-0528 (fax)
Website: www.fl-newhire.com
E-mail: fl-newhire@policy-studies.com
Georgia
(888) 541-0469 (phone)
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
birth, date of hire,
employer's phone
number, state of hire;
Optional: medical
insurance availability
(404) 525-2985 (phone)
(888) 541-0521 (fax)
(404) 525-2983 (fax)
Website: www.ga-newhire.com
E-mail: ga-newhire@policy-studies.com
BBS or FTP: (404) 523-5863
Method of
Transmission
Reporting of
Independent
Contractors
magnetic tape,
cartridge tape,
diskette, website,
FTP
Guam
(671) 475-3360 (phone)
(671) 477-6118 (fax)
Website: www.guamcse.net
20 days
W-4 elements, date of mail, fax
birth
Yes
for
Guam
government
contractees
20 days
W-4 elements, date of fax, mail, magnetic
hire
tape, cartridge tape,
diskette
No
20 days
W-4 elements, date of mail, fax, diskette,
website, e-mail
hire, employer's
unemployment
insurance account
number
No
20 days
W-4 elements;
mail, fax, magnetic
Optional: date of hire, cartridge & diskette,
address for income
website and e-mail
No
Hawaii
(808) 692-7029 (phone)
(808) 692-7001 (fax)
Website: http://www.state.hi.us/csea/newhire.html
Idaho
(800) 627-3880 (phone)
(208) 332-8941 (phone)
(208) 332-7411 (fax)
Website: https://cl.idaho.gov/applications/newhire/
E-mail: newhire@cl.idaho.gov
Illinois
(800) 327-HIRE [4473] (customer service)
(312) 793-0322 (phone--new hire) Cedric Woods, manager
(312) 793-6298 (Magnetic media technical support)
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
(217) 557-1947 (fax)
Website: www.ides.state.il.us/employer/newhire/general.asp
E-mail: Nhire@ides.state.il.us
Method of
Transmission
Reporting of
Independent
Contractors
mail, fax, magnetic
tape, cartridge tape,
diskette, website, email, FTP, EFT
No
withholding orders
Indiana
(866) 879-0198 (toll-free phone)
(317) 612-3028 (phone-Indianapolis metro area)
(800) 408-1388 (fax) or (317) 612-3036 (fax)
(317) 612-3036 (fax-Indianapolis metro area)
Website: www.in.gov or www.in-newhire.com
(866) 879-0198, ext. 111 (technical support)
E-mail: rredmond@policy-studies.com
20 days
W-4 elements, date of
hire;
Optional: date of
birth, state of hire;
medical insurance
15 days
W-4 elements, date of mail, fax, magnetic
tape, cartridge tape
birth, date of hire,
employer's phone,
medical insurance
availability, date of
med insurance
qualification, address
for income
withholding
Yes *
20 days
W-4 elements, state
of hire
No
Iowa
(515) 281-5331 (phone)
(800) 759-5881 (fax)
Website: https://secure.dhs.state.ia.us/epics/
Kansas
(888) 219-7801 (phone)
(785) 296-5025 (phone)
(888) 219-7798 (fax)
(785) 291-3423 (fax)
mail, fax, diskette,
website, FTP
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
20 days
W-4 elements;
Optional: date of
birth, state of hire,
date of hire, KY
employer ID number,
medical insurance
availability, contact
phone
mail, fax, magnetic
tape, diskette,
website, file upload
via Internet
No
20 days
W-4 elements,
phone, mail, fax,
occupation;
magnetic tape,
Optional: date of hire cartridge tape,
diskette, website,
FTP, e-mail
7 days
W-4 elements, date of
birth, date of
hire/rehire,
employer's Maine
Dept. of Labor
number and phone
Website: www.hr.state.ks.us/home-html/newhires.htm
E-mail: newhires@hr.state.ks.us
FTP: ftp.hr.state.ks.us/incoming/newhires
Kentucky
(800) 817-2262 (phone)
(800) 817-0099 (fax)
Web site: www.newhire-usa.com/ky
E-mail for questions/corrections only-no reports:
E-mail: questionsky@newhire-usa.com
Louisiana
(888) 223-1461 (phone)
(225) 342-4591 (phone)
(888) 223-1462 (fax)
(225) 342-4529 (fax)
Website: www.dss.state.la.us/html/new_hire_registry.html
E-mail: clauw@dss.state.la.us
No
Maine
(800) 845-5808 (in-state only)
(207) 624-7880
(800) 442-6003 (phone, child support)
(800) 437-9611 (fax)
(207) 287-6882 (fax)
Website: www.state.me.us/dhs/bfi/dser/New_Hire.htm
phone, mail, fax,
magnetic tape,
diskette, e-mail,
website
Yes, for the
State when
acting as a
contracting
agency and
any
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
E-mail: maine.newhire@state.me.us
Method of
Transmission
Reporting of
Independent
Contractors
contractor
who
contracts
with
the
State,
or
subcontractor
thereof (per
ME LD 629).
number; Optional:
availability of
medical insurance
coverage, income,
income frequency,
occupation,
employee's phone
number
Maryland
(410) 281-6000 (phone-customer service)
(888) 657-3534 (fax)
(410) 281-6004 (fax)
Website: www.mdnewhire.com
E-mail: md-newhire@policy-studies.com
mail, fax, magnetic
tape, cartridge tape,
diskette, website, email
20 days
W-4 elements, date of
hire, MD
unemployment
account number
(SUIN); medical
insurance availability,
starting wage/salary,
pay frequency;
Optional: date of
birth, gender,
employer contact,
phone, and fax
14 days
W-4 elements, date of Website, Fax, Mail
hire or reinstatement (Mail to: DOR
PO Box 55141
Boston, MA 02205 5141)
No
Massachusetts
(617) 626-4154 (new hire info and technical support)
(617) 376-3262 (fax)
(New Hire Information) Website:
http:// www.cse.state.ma.us/programs/newhire/nh_temp.htm
(New Hire Reporting) Website:
Yes, if paid
$600
or
more/year
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
20 days
W-4 elements;
Optional: date of
birth, date of hire,
driver's license
number
mail, fax, magnetic
tape, cartridge tape,
diskette
(free data entry
software), e-mail,
website, FTP
No
20 days
W-4 elements;
Optional: date of
birth, date of hire,
state of hire,
employer contact and
phone number
phone, mail, fax,
magnetic tape,
cartridge tape,
diskette, FTP, EFT,
website
The state and
all political
subdivisions
of the state
are required
to report ICs;
Optional for
private
employers
15 days
W-4 elements, date of
hire, contact name,
state EIN;
Optional: date of
birth, state of hire,
gender
mail, fax, magnetic
tape, cartridge tape,
diskette, website, email, CD
Yes
https://secure.cse.state.ma.us/newhire/login/login.asp
E-mail: pdustaff@dor.state.ma.us
Michigan
(800) 524-9846 (phone)
(517) 318-1659 (fax--5 or fewer per week)
Website: www.newhire-usa.com/mi
E-mail: questionsmi@new-usa.com
Minnesota
(800) 672-4473 (phone)
(651) 227-4661 (phone)
(651) 227-4991 (fax--metro area)
(800) 692-4473 (fax--outside metro area)
Website: www.mn-newhire.com
E-mail: mn-newhire@policy-studies.com
FTP: ftp.mn-newhire.com
EFT: (651) 222-4539
EFT: (888) 305-7101
Mississippi
(800) 241-1330 (phone)
(404) 808-9016 (phone)
(800) 937-8668 (fax)
Website: www.ms-newhire.com
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
Missouri
(800) 585-9234 (phone--employer hot line)
(573) 526-8699 (phone--employer hot line)
(800) 859-7999 (phone--gen. info)
(573) 526-8079 (fax)
Website: www.dss.state.mo.us/cse/newhire.htm
E-mail: askcse@mail.state.mo.us
E-mail: askcse@mail.dss.state.mo.us
20 days
W-4 elements, date of mail, fax, magnetic
hire (or date W-4
tape, cartridge tape
signed)
No
20 days
W-4 elements, date of phone, mail, fax,
hire, employer's Cust. diskette, e-mail
ID number,
employer's phone,
fax;
Optional: date of
birth, state of hire,
employee's home and
work phones, medical
insurance availability,
date of qualification
No
20 days
mail, fax, magnetic
W-4 elements;
tape, cartridge tape,
Optional: state of
diskette, website
hire, employer
contact and phone
number, date of birth,
date of hire; medical
No
Montana
(888) 866-0327 (phone)
(406) 444-9290 (phone)
(888) 272-1990 (fax)
(406) 444-0745 (fax)
Website:
www.state.mt.us/revenue/css/3forbusinesses/08newhire.asp
E-mail: dbogle@mt.gov
Nebraska
(888) 256-0293 (phone--new hire)
(402) 691-9957 (phone--new hire)
(402) 479-5555 (phone--child support)
(866) 808-2007 (fax)
Website: www.NE-newhire.com
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
insurance availability
Nevada
(888) 639-7241 (phone)
(775) 684-8685 (phone)
(775) 687-4487 (phone--technical info.)
(775) 684-8681 (fax)
Website:
http://www.welfare.state.nv.us/child/newhires.htm#newhire
20 days
W-4 elements;
mail, fax, magnetic
Optional: date of
tape, cartridge tape,
birth, date of hire,
diskette
state of hire, NV EIN
Yes
20 days
(800) 803-4485 (phone) NH Employment Security Office
(603) 229-4371 (phone) NH Employment Security Office-New Hire
(888) 783-3598 (fax)
(603) 229-4324 (fax)
Website: www.nhes.state.nh.us
E-mail: sbird@nhes.nh.gov
W-4 elements; NHES mail, fax, magnetic
tape, CD diskette
employer account
number, employer's
phone;
Optional: date of hire,
contact, work state,
type of hire
(employee or
contractor)
Yes
W-4 elements;
Optional: date of
birth, date of hire,
gender
Yes
New Hampshire
New Jersey
(888) 624-6339 (toll-free phone)
(877) NJ HIRES (654-4737) (toll-free phone)
(609) 689-1900 (phone)
(800) 304-4901 (toll-free fax)
Website: www.nj-newhire.com
E-mail: newjersey@nj-newhire.com
New Mexico
20 days
phone, mail, fax,
magnetic tape,
cartridge tape,
diskette, website, email
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
(888) 878-1607 (phone)
(505) 995-8230 (phone)
(888) 878-1614 (toll-free fax)
(505) 995-8232 (fax)
(800) 288-7207 in NM (child support info)
(800) 585-7631 outside NM (child support info)
Website: www.nm-newhire.com
E-mail: nm-newhire@policy-studies.com
E-mail: not for new hire reporting
FTP: (505) 820-6987
20 days
W-4 elements;
Optional: date of
birth, date of hire,
state of hire,
employer's payroll
address, contact,
phone, medical
insurance availability
phone, mail, fax,
magnetic tape,
cartridge tape,
diskette, website,
FTP
No
20 days
W-4 elements;
mail, fax, magnetic
Optional: date of hire tape, cartridge tape,
diskette
No
20 days
W-4 elements, state
EIN;
Optional: date of
birth, date of hire,
employer contact,
phone
mail, fax, magnetic
tape, cartridge tape,
diskette, website
No
20 days
W-4 elements;
mail, fax, magnetic
No
New York
(800) 972-1233
(518) 452-9814 ext. 3143
(518) 438-3152 (multistate & magnetic media info)
(518) 869-3318 (fax)
Website: www.nynewhire.com
E-mail: childsupport.fc-ny@acs-inc.com
North Carolina
(888) 514-4568 (phone--new hire)
(866) 257-7005 (fax)
Website: www.ncnewhires.com
E-mail: customerservice@ncnewhires.com
E-mail: techsupport@ncnewhires.com
North Dakota
(800) 755-8530 (phone, in-state only)
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Optional: date of
birth, date of hire,
state EIN
tape, cartridge tape,
diskette, e-mail, EFT
(using Expedite
software), website
20 days
W-4 elements, date of
birth, date of hire,
state of hire;
Optional: gender,
Earned Income Tax
Credit claim, date of
termination
mail, fax, magnetic
tape, cartridge tape,
diskette, website, email
20 days
W-4 elements, state mail, fax, magnetic
tape, cartridge tape,
of hire, date of hire
diskette, website
(first day of work);
Optional: occupation,
salary, date of birth,
OK employer account
# (assigned by
OESC), availability
of health insurance
for dependents, recall
(rehire) date
(701) 328-3582 (phone)
(701) 328-5497 (fax)
(800) 366-6889 (for TYY service)
Website: www.childsupportnd.com
E-mail: sohire@state.nd.us
Reporting of
Independent
Contractors
Ohio
(888) 872-1490 (phone)
(614) 221-5330 (phone)
(888) 872-1611 (toll-free fax)
(614) 221-7088 (fax)
Website: www.oh-newhire.com
E-mail: oh-newhire@policy-studies.com
Yes
Oklahoma
(800) 317-3785 (phone)
(405) 557-7133 (phone)
(405) 557-7297 (technical info.)
(800) 317-3786 (fax)
(405) 557-5350 (fax)
Website: www.ok.gov/
E-mail: newhire@oesc.state.ok.us
Oregon
No
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
(503) 378-2868 (phone--accepts collect calls)
(877) 877-7415 (toll-free fax)
(503) 378-2863, 2864 (fax)
Website: www.dcs.state.or.us/employers.htm
E-mail: employer.reports@doj.state.or.us
20 days
mail, fax, cartridge
tape, diskette, CD
and FTP
No
W-4 elements;
Optional: employer
contact name,
number and address
for withholding
orders, employer
State Employer
Identification
Number, date of
birth, date of hire.
Pennsylvania
(888) PAHIRES [724-4737] (phone)
(717) 657-HIRE (4473)(fax)
Website: www.panewhires.com
E-mail: reporting@panewhires.com
FTP: 24.104.35.55
20
business W-4 elements, date of mail, fax, magnetic
tape, diskette,
days
hire, employer
website, e-mail, FTP
contact name and
phone; Optional: date
of birth
No
20 days
W-4 elements,
mail, fax
employer's state ID
number, date of birth,
date of hire, state of
hire, salary
No
14 days
W-4 elements,
medical insurance
No
Puerto Rico
(787) 767-1500 (phone)
(787) 767-3882; 765-1313 (fax)
Administration for Child Support Enforcement
State New Hire Registry
P.O. Box 70376
San Juan, PR 009368376
Rhode Island
(888) 870-6461 (new hire info)
(401) 222-2847 (child support info)
phone, mail, fax,
magnetic tape,
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
cartridge tape,
availability, date of
availability; Optional: diskette, website
date of birth, date of
hire, state of hire,
payroll address
(888) 870-6461 (phone reporting)
(888) 430-6907 (fax)
Website: www.Rinewhire.com
E-mail: contact@Rinewhire.com (info only)
FTP: FTP.RInewhire.com
South Carolina
(888) 454-5294 (phone--new hire)
(803) 898-9235 (phone--new hire)
(800) 768-5858 (phone for child support)
(803) 898-9100 (fax)
Website: www.state.sc.us/dss/csed/newhire.htm
20 days
W-4 elements;
Optional: date of
birth, date of hire,
employer's phone
number
mail, fax, magnetic
tape, cartridge tape,
diskette, website
No
20 days
W-4 elements;
Optional: date of
birth, date of hire,
state of hire
phone, mail, fax,
cartridge tape,
diskette, website
No
20
days;
Optional:
5
days
(recommended
to) help detect
fraud in UI
and
WC
programs
W-4 elements, date of
hire;
Optional: date of
birth, state of hire,
gender, medical
insurance availability,
date of qualification,
Earned Income Tax
phone (up to 2), mail, Yes
fax, magnetic tape,
cartridge tape,
diskette, website
South Dakota
(888) 827-6078 (phone)
(605) 626-2942 (phone)
(888) 835-8659 (toll-free fax)
Website:
www.state.sd.us/applications/LD01DOL/default.asp?navid=305
Tennessee
(888) 715-2280 (phone)
(877) 505-4761 (fax)
Website: www.tnnewhire.com
E-mail: support@tnnewhire.com
FTP: ftp.tnnewhire.com
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
No
Credit availability,
payroll address,
whether employee
has been terminated;
store or location
number, if available
Texas
(800) 850-6442 (phone--employer line)
(800) 252-8014 (phone--child support)
(800) 732-5015 (fax)
Website: http://employer.oag.state.tx.us
E-mail: tx@mail.newhire.org
20 days
W-4 elements;
Optional: date of
birth, date of hire,
state of hire, TX EIN,
salary, salary
frequency, contact
name, payroll address
phone, mail, fax,
diskette, website,
FTP, magnetic tape,
cartridge tape, DTS,
CD
20 days
W-4 elements;
Optional: date of
birth, date of hire
phone (up to 3), mail, No
fax, magnetic tape,
cartridge tape,
diskette, website
20 days
W-4 elements, date of mail, fax, magnetic
hire
tape, cartridge tape,
diskette, website,
EFT
Utah
(800) 222-2857 (phone, in-state only)
(801) 526-4361 (phone)
(801) 526-4391 (fax)
Website: http://jobs.utah.gov/newhire/
Vermont
(800) 786-3214 (child support)
(802)241-2915
(802) 828-4286 (fax)
Website: www.labor.vermont.gov
E-mail: empl@ocs.state.vt.us
Virgin Islands
No
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
(340) 776-3700, ext. 2038 (phone)
(340) 774-5908 (fax)
E-mail: newhire@usvi.org
Website coming
20 days
W-4 elements, date of mail, fax, e-mail,
diskette
birth, date of hire,
state of hire;
Optional: employer's
unemployment
insurance ID number
20 days
W-4 elements;
Optional: date of
birth, date of hire,
state of hire,
employer's VEC
number, contact,
phone
20 days
W-4 elements, date of phone, mail, fax,
birth
magnetic tape,
cartridge tape,
diskette, website
Yes
14 days
W-4 elements;
Optional: date of
birth, date of hire
No
No
Virginia
(800) 979-9014 (phone)
(804) 771-9733 (phone)
(800) 688-2680 (fax)
(804) 771-9709 (fax)
Website: www.va-newhire.com
E-mail: va-newhire@policy-studies.com
modem: (804) 771-9768
FTP: www.va-newhire.com
mail, fax, magnetic
tape, cartridge tape,
diskette, website
modem, FTP
No
Washington
(800) 562-0479 (phone-new hire)
(800) 591-2760 (phone-empl. ombudsman)
(800) 782-0624 (fax)
Website: www1.dshs.wa.gov/newhire/
West Virginia
(877) 625-4669 (phone-new hire)
(304) 346-9513 (phone)
(877) 625-4675 (toll-free fax)
(304) 346-9518 (fax)
Website: www.wv-newhire.com
phone, mail, fax,
diskette, website
State
Reporting
Data Elements
Time Frame
(nonmagnetic
media only)
Method of
Transmission
Reporting of
Independent
Contractors
20 days
W-4 elements;
Optional: date of
birth, date of hire,
state of hire
phone, mail, fax,
magnetic tape,
cartridge tape,
diskette, website
No
20 days
W-4 elements;
Optional: date of
birth, date of hire,
employer contact and
phone number,
medical health
insurance
mail, fax, magnetic
tape, cartridge tape,
diskette (preformatted upon
request), website,
FTP
No
Wisconsin
(888) 300-4473 (phone)
(800) 277-8075 (fax)
Website: www.dwd.state.wi.us/uinh/
Website: www.newhire-usa.com/wi
E-mail: questionswi@newhire-usa.com
Wyoming
(800) 970-9258 (phone)
(307) 638-1675 (phone-within Laramie County)
(800) 921-9651 (fax)
Website: www.wy-newhire.com
* Definition of "contractor" in Iowa:
•
•
•
•
Who is 18 years of age or older;
Who performs in IA and to whom a payor of income makes payments which are not subject to income withholding for child support;
For whom the payor of income is required by the IRS to file a 1099 MISC form; and
Who is a natural, individual person, NOT a corporation, government, business trust, estate, partnership, or other legal entity, however
organized.