New Hire Reporting

Handbook

A Guide for the New Hire Registry

in the State of Utah

Access the New Hire Registry online at: jobs.utah.gov/employer

Select “Report New Hires” at the bottom left

jobs.utah.gov
 Utah New Hire Registry
140 East 300 South
P.O. Box 45247
Salt Lake City, UT 84145-0247

Website: jobs.utah.gov/employer
Select “Report New Hires” at the bottom left
Phone: 801-526-9235 or 1-800-222-2857
Fax: 801-526-4391

04-12-0116
Equal Opportunity Employer/Program
Auxiliary aids and services are available upon request to individuals with disabilities by
calling 801-526-9240. Individuals with speech or hearing impairments may call the Relay
Utah by dialing 711. Spanish Relay Utah: 1-888-346-3162.

2
 03/2016

INDEX

Background and Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Reporting Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Reporting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Reporting by Multi-State Employers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Penalties for Not Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Employer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Multi-State Employer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
New Hire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Rehire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3
Background and State unemployment insurance,
workers’ compensation, and
Purpose public assistance programs may
Effective Oct. 1, 1997, federal use New Hire information to
legislation in the form of detect and prevent the payment
the Personal Responsibility of erroneous or unlawful benefits
and Work Opportunity and assistance. The New Hire
Reconciliation Act requires states reporting initiative has resulted
to operate a system for employers in significant increases in child
to report new hire information support collections, millions
to the Office of Child Support of dollars saved in Medicaid,
Enforcement (OCSE). Supplemental Nutrition
The New Hire data, together Assistance Program (SNAP or
with Quarterly Wage and food stamps), unemployment
Unemployment Claims data, insurance benefits, and workers’
enable OCSE to maximize its compensation claims.
effectiveness in enforcing child
support orders through the Parent Reporting Requirements
Locator Service.
Every employer is required to
The Utah Legislature enacted report all newly hired or rehired
the Utah New Hire Registry employees within 20 days of their
during the 1997 General Session first day of work.
with the Centralized New Hire
Registry Act (Utah State Code
Section 35A-7-101). Utah’s EMPLOYEE EMPLOYER
legislation is similar to the federal
legislation in adopting the same
minimum reporting requirements Name Name
and providing remedies for failure
to report properly. Federal Employer
Social Security
Identification
State child support enforcement Number
Number (FEIN)
agencies use the New Hire data
to match against child support
records to assist in locating parents, Mailing Address Mailing Address
establishing support orders, and
enforcing existing orders. New Date of Hire or
Hire reports are also transmitted Rehire
to the National Directory of New
Hires, which allows OCSE to Date of Birth
assist states in locating parents on (optional)
a national level.

4
Reporting Options

Online (preferred method) jobs.utah.gov/employer

801-526-9235
Telephone
1-800-222-2857 (toll free)

801-526-4391 (fax)
Utah New Hire Registry
Paper 140 E 300 S
P.O. Box 45247
Salt Lake City, UT 84145-0247

Online Filing — Employers provides all seven of the

may submit New Hire data mandatory data elements
electronically: outlined above
• Online Data Entry at Regardless of the format used,
jobs.utah.gov/employer. employers should make certain
Select “Report New Hires” that all required information is
at the bottom left. included. The employer address
should be the address where
Telephone – Employers may call child support orders should be
during business hours (8:00 a.m. to sent. For employees lacking
5:00 p.m., Monday-Friday) to report Social Security Numbers, reports
up to three individual new hires. should not be submitted until the
Paper — Employers may mail number is obtained. Incomplete
or fax any one of the following or unreadable reports will be
(Information should be typed or returned to the employer and
printed legibly on any form used): may be subject to penalty if not
resubmitted properly.
• Utah New Hire Registry
Reporting Form 6 (call 801-
526-9235 to request a form) Reporting By Multi-State
• Employee’s W-4, including date Employers
of hire (Employee’s Withholding Employers who employ workers in
Allowance Certificate) more than one state have the option
• Computer Printouts or other to report all new hires to a single
printed information that state in which the employer has

5
employees. To exercise this option, a The State of Utah strongly
multi-state employer must (1) notify encourages multi-state employers to
the Secretary of Health and Human report newly hired Utah employees
Services in writing to designate the to the Utah Hire New Registry.
state to which they will report new
hires, and (2) transmit the report
electronically to the designated state.
Penalties For Not
Send the request to: Reporting
U.S. Department of Health and An employer who fails to report
Human Services the hiring or rehiring of an
— Office of Child Support employee within 20 days — as
Enforcement required by law — is subject to a
P.O. Box 509 civil penalty of:
Randallstown, MD 21133
• $25 for each such failure; or
8:00 a.m. – 5:00 p.m. EST
410-277-9470 • $500 if the failure to report is
intentional and is the result
Your correspondence should
include the following information: of an agreement between the
employer and the employee
1. Your Federal Employer ID to not supply the required
Number (FEIN) information, or to supply false
2. Any other FEIN’s under or incomplete information.
which you do business
3. Your company name, address, DEFINITIONS
and telephone number
Definitions provided below come
4. The state to which you will from the Utah State Code Title
report all workers 35A Chapter 7 Section 102
5. A list of the states in which (http://le.utah.gov/xcode/Title35A/
you employ workers Chapter7/35A-7-S102.html).
6. Name and telephone number Employee — An individual who
of person responsible for is an employee for purposes of
providing data federal income tax withholding
Additional information from wages is also an employee
concerning multi-state reporting for new hire reporting purposes.
requirements is available at Generally, the legal relationship
www.acf.hhs.gov/programs/css/ of employer and employee exists
resource/multistate-employer- when the person for whom the
registration-form-instructions. services are performed has the

6
right to control and direct the permits multi-state employers to
individual who performs the designate one state, in which they
services not only as to the result have employees, to which the em-
to be accomplished but also as to ployer will transmit the report.
the details and means by which New Hire — An individual is
that result is to be accomplished. considered a New Hire on the
It is not necessary that the first day in which the employee
employer actually direct or control first performs labor or services for
the manner in which the services compensation. This is also the first
are performed; it is sufficient if he day in which an employer begins
or she has the right to do so. to withhold amounts for income
An individual’s status as an tax purposes.
employee or an independent An employee who has previously
contractor may be determined by been reported as an employee
filing Form SS-8, Determination through an employee leasing
of Employee Work Status for company must be reported as a
Purposes of Federal Employment New Hire by the employer when
Taxes and Income Tax the new employer/employee
Withholding, with the local IRS relationship begins.
office, or by reference to IRS
Rehire — Rehire reports are
Publication 15A–Employers
required on the date labor or
Supplemental Tax Guide. IRS
services for compensation are first
forms and publications may be
performed by an employee who
obtained by calling 1-800-TAX-
was previously employed by the
FORM (1-800-829-3676).
employer but has been separated
Employer — In any case where from that employment for at
an employer is required to give an least 60 consecutive days. This
employee a Form W-2 showing rule is applicable to seasonal type
the amount of taxes withheld, employment situations.
the employer must meet the New An individual who is retained
Hire reporting requirements. as an employee by a new owner
Multi-State Employer — A multi- in a change of ownership does
state employer is defined as an not need to be reported as a new
employer who has employees in two hire unless there was a formal
or more states and who transmits termination of employment with
reports magnetically or electronically. the predecessor and a New Hire
Federal law 42 USC 653a(b)(1)(B) action made by the new owner.

7
State of Utah
Utah Department of Workforce Services jobs.utah.gov
Utah New Hire Registry
140 East 300 South OUR MISSION
P.O. Box 45247 The Department of Workforce Services strengthens
Salt Lake City, UT 84145-0247 Utah’s economy by supporting the economic stability
and quality of the workforce.