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What is "New Hire Reporting"? Common Errors on "New Hire" Forms What is the definition of "Employer"
This brochure highlights employer requirements under the • The State ID # is missing. for "New Hire" reporting purposes?
"New Hire" program. • The Federal ID # is missing.
Welfare reform legislation requires all employers to • The employer's address is incomplete. The legislation provides that an "employer" for
report certain information on "New Hires" to a desig- • Social Security # is cut off on faxed information. "New Hire" reporting purposes is the same for
nated state agency. In New Hampshire that agency • Social Security # is missing. Federal Income Tax purposes (as defined by Section
is NH Employment Security (NHES). When "new hire" • Using P.O. Box instead of physical street address. 3401(d) of the Internal Revenue Code of 1986)
data is matched against the names of child support • Federal ID # reported for an Independent including any governmental entity, labor organiza-
debtors on the state and national levels, the Office Contractor instead of the Social Security #. tion, limited liability company, or employing unit
of Child Support Enforcement is able to locate and • Illegible reports due to poor hand writing. as defined in RSA 282 A:7. At a minimum, where
collect child support from non-custodial parents living • Reports not readable due to poor copies faxed. an employing unit is required to give an individual
here and in other states. This is child support which The most important information you can provide is the social a W-2 form, or a 1099 form, the employing unit
might have otherwise come from public assistance security number of the individual and the physical address. must meet the "New Hire" reporting requirements.
dollars supported through our taxes. The Federal Employer Identification Number (FEIN) is not the
same as the social security number. How do I report if I am a
What is a "New Hire"? Multistate Employer?
When must I report a "New Hire"?
If you have employees performing work in two (2)
New Hires" include all newly hired and rehired You must file a "New Hire" Report to NHES within 20 days of
the "First Day of Hire," which is the first day the individual or more states, you are considered a Multistate
employees.
performs services for wages or any other form of compensa- Employer. Multistate Employers report "New Hires"
"New Hires" also include all individuals with whom tion, or under contract.
to each state in which they have employees work-
you contract for services if, (1) The individual
ing, or may select one of these states to report
is a sole proprietor or individual contractor, and (2) Filing New Hire Reports Online
all "New Hires." (The state in which the employee
You expect to, or in fact reimburse the contractor at The easiest and fastest way to report your new hires is online
was hired, if different, is not a factor.) If one
least $2,500 for services for one or more contracts in through our New Hire Reporting System. You must have an
State is chosen, your "New Hire" Reports must
a calendar year's time. "Contract for services include active state account number to use this online system. Ac-
be submitted by magnetic media or electronically
oral, written, formal and informal agreements." cess to the online New Hire Reporting can be found on our
(if the State is equipped to receive transmissions
Rehires, reportable under the program, are those homepage at http://www.nhes.nh.gov/
this way). New Hampshire will make an exception
employees who return to work after a break in
Filing by Mail or Fax and allow a Multistate Employer to file reports on
services for at least 60 consecutive calendar days. You may file "New Hire" Reports by mailing or faxing a copy
paper if, for the reporting period, you are reporting
of each employees' W-4 form, or an equivalent form approved data on fifteen (15) individuals or less. If you are
What information do I report? or provided by NH Employment Security. Call (603) 229-4371 a Multistate Employer who has opted to report to
• Federal Employer Identification Number or 1-800-803-4485 for a copy of the Department's form, or
one State, you must provide notification of the
• NHES Employer Account Number (if any) for approval of a form you've created. To report independent
State you have chosen to:
• Employer's Name contractors, you may use, a "Request for Taxpayer Identifica-
Secretary, Department of Health & Human
• Employer's Address tion Number and Certification," also known as a W-9.
Services, Multistate Employer Registration, Box
• Social Security Number (Not FEIN #) MAIL TO: NH Employment Security
509, Randallstown, Maryland, 21133
• Employee's/Contractor's Complete Name PO Box 2092 Concord, NH 03302-2092
• Employee's Home/Contractor's Home or Attn: New Hire Program
Questions or for more information
Business Address: Physical Location, Tel: (603) 229-4371 or 1-800-803-4485
(Not PO Box) Tel: (603) 229-4371 or
Fax: (603) 224-0825
• First Day of Hire Toll Free Fax: 855-253-9072 1-800-803-4485
• Work State You may also file "New Hire" Reports by magnetic media (CD ). or
• Type of Hire (employee or contractor) If you decide and/or are required to file your "New Hire" Visit our website:
Reports by magnetic media, you must make two monthly www.nhes.nh.gov/
transmissions which are not less than 12 days nor more than
forms/employers.htm
16 days apart. For more information about filing reports
magnetically, contact the NHES Supervisor of "Data Prepara-
tion" at (603) 228-4011
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