New hire reporting is a legal obligation that requires employers to notify state and federal agencies about new employees or those rehired after a break of 60 days or more. Initially introduced to track child support payments, the scope of this reporting has expanded to support a wide range of programs, including unemployment benefits and public assistance.
Employers must report essential employee information within 20 days of the employment start date. If reporting electronically, two reports must be submitted per month, spaced between 12 and 16 days apart. The required data includes:
- Employee’s name, address, Social Security number, and start date.
- Employer’s name, address, and Employer Identification Number (EIN).
- Any additional state-specific information.
- For employers operating in multiple states, there is the option to report to a single state, but they must inform the Department of Health and Human Services about the chosen state, the states they operate in, and the EINs covered. The submitted data must comply with the selected state’s specific requirements.
How Arcoro Supports New Hire Reporting
Arcoro provides valuable support to its clients by managing the new hire reporting process for all new hires and rehired employees (after a break of 60 days or more). This service enables businesses to focus on their core operations without the burden of compliance management.
- Compliance Management - Arcoro ensures that new hire reports are submitted on time, whether meeting the 20-day deadline or shorter state-specific requirements (e.g., the 10-day requirement in Georgia).
- Flexible Submission Methods - Depending on state guidelines, Arcoro handles submissions through electronic channels, bulk uploads, or even fax to ensure adherence to state requirements.
- Weekly Reporting - Arcoro generates and submits new hire reports every Monday, capturing data for the previous week’s hires, ensuring compliance with reporting deadlines.
- Multi-State Reporting - For employers with operations in multiple states, Arcoro allows reporting to a single state, ensuring all state-specific requirements are met.
- By managing these responsibilities, Arcoro reduces the administrative burden on businesses and ensures compliance with both federal and state regulations, helping companies avoid penalties and streamline operations across different jurisdictions.
- FAQs
- Does Arcoro report rehired employees?
Yes. If an employee has been separated from the company for more than 60 days, we will report them as rehired. - Does Arcoro report newly hired or rehired contractors?
No, Arcoro does not automatically report newly hired contractors to state agencies. This responsibility falls to the employer, and reporting requirements vary by state.