The welfare reform legislation, the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, (PRWORA), requires employers to report certain information on their newly-hired employees to a designated state agency.
The following questions and answers are intended to help you understand and comply with the law's requirements.
Employers are encouraged to report new hires by (1) submitting reports by electronic media or (2) mailing or faxing a copy of the New Hire Reporting Form.
OESC and OCSS request that all reports be sent electronically if possible. The easiest method for reporting is the direct Online data entry available for use by employers who have access to the internet. Employers who have no internet access may use their own computer payroll or accounting system to capture the required data needed for New Hire Reporting. The requirements for reporting electronically are specified in the Electronic Reporting Specification Document.
If you have no way to report electronically you may use the New Hire Reporting Form and fax or mail the hand written form to the New Hire Center. If using the fax or mail form, we suggest you complete one form with your Federal Employer Identification Number (FEIN), Oklahoma Employer Account Number, company name, payroll address and telephone number, and then make several photocopies of this form. This way, you only need to add employee specific information. We do not recommend using the W-4 because not all legally required data is included on the form.
Each New Hire report must contain the following data elements:
The following items are also being requested to be reported to avoid future paperwork being sent to you:
New Hire data may be submitted in a variety of ways:
Businesses who currently have their own computerized personnel or accounting system in place, and who gather all of the required data for their employees, may wish to submit electronically. A data file layout is provided under New Hire Electronic Reporting Specifications.
You may create your file using the provided layout and submit the file through our online process, or copy to magnetic tape or diskette according to the instructions and mail to the address below.
Finally, businesses that have no internet access may wish to download our printed form to be filled in by hand and mailed or faxed to OESC. The blank form is available for printing in two formats. Information should be hand printed clearly and completely on each form in pen. fax or mail to:
Multistate employers have two reporting options:
You may not report using both multi-state and single-state methods.
If you choose to report New Hire data on all employees to only one of the states in which you have a presence, you will be able to do so beginning October 1, 1997. To do this you must comply with the following:
Notify the Secretary of Health and Human Services, in writing, specifying which state you have designated as recipient of all your New Hire information for your entire business.
Mail the notification to:
Include at a minimum the employer's name and address. The following optional information would be helpful:
Transmit either magnetically or electronically all New Hire information in accordance with your designated state's requirements. You do not need to report the required elements from each state in which you have employees -- only report what is required by the state you have selected for reporting purposes.
Report your New Hire information twice a month, not less than 12 nor more than 16 days apart.
Please note, however, that if you choose to report to one state, the information may not be available to the employee's work state for purposes of detecting fraud in the unemployment insurance or workers' compensation programs.