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I am going to create a query that exports new hire data in the file submission layout you require. What other guidelines should I use when building a query to export data using this layout?

As a programmer or other technical staff please ensure your programming includes the following considerations:

  • Both new hires and re-hires are required to be reported. A re-hire is anyone who returns to work at your company. The query should include re-hires as well as new hires.
  • Employees who are hired, and then quickly terminated still need to be reported. The query should include  anyone hired within the prescribed date ranges, regardless of their employment status at the time the file is created.
  • Multistate new hire reports are required to be in electronic format, and also require the field “State of Hire” for each employee. For the purposes of new hire reporting, the "State of Hire" should be the state where the unemployment insurance taxes are paid.

Learn more on multistate new hire reporting.
File Submission; Reporting Reqs; Multistate
What if my company has operations in more than one location?
Multistate employers or employers with one or more subsidiary, location, or branch can save time and resources by consolidating new hire reporting into one central location. If possible, centralization of new hire reporting at the corporate office is recommended, using the multistate reporting method if applicable. This method reduces the collective time spent on complying with the new hire reporting requirements and shifts the responsibility from the remote branches to the corporate office where reporting can be ensured.

New Hire Reporting is required in all 50 states. If your business has employees in more than one state, please consider multistate electronic reporting. This option allows employers to send all their new hire reports for each state directly to just one state electronically. Registration is required.

Learn more on multistate reporting.
File Submission; Reporting Reqs; Multistate
I am an employer with employees in more than one state. What special considerations, if any, need to be made for this?
New hire reporting is required in all 50 states. Our goal is to make it as easy as possible for employers to comply. For those employers with employees in more than one state, we have two convenient options for reporting. Learn more about multistate reporting.

Multistate
How do I know if my company is a multistate employer?
If you are an employer with employees in more than one state, you are a multistate employer.

Multistate
How do multistate employers report new hires?

Multistate employers have two options for reporting new hires:

Option #1
Report newly hired employees to the state where they are working, following the new hire regulations of each state where you will report.

Option #2
Select one state where you have employees working and report all new hires to that state electronically. Learn more about electronic reporting.

Note: You may not report new hires using both Option 1 and Option 2.

If you choose Option 2 for reporting your new hires, you must notify the U.S. Department of Health and Human Services (DHHS) as to which state you designate to receive all of your new hire information. This is called "multistate employer registration." You can notify DHHS in one of the following three ways:
1. Register as a "multistate employer" using the Department of Health and Human Services' Office of Child Support Enforcement's Multistate Reporting Form
2. You can notify the Department of Health and Human Services using an optional form: Multistate Employer Registry

Multistate
What new hire information must a multistate employer report?

When reporting electronically, multistate employers must report the following information for each new hire:

  • Employee Information: You must report the employee's name, address, and social security number. You also need to report the employee's state of hire if reporting as a multistate employer.
  • Employer Information: You must report the employer's name, address, Federal Employer Identification Number (FEIN), and indicate if you are reporting as a multistate employer. If you have more than one FEIN, when reporting new hires, please make certain you use the same FEIN used to report quarterly wage information.
Multistate
What ways can a multistate employer report?
Multistate new hire reports must be submitted electronically via our website, or as a file that adheres to our file submission layout specifications. Learn more about electronic reporting.

Multistate
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