Q. Who must be reported as a new hire?
A. Report all full time, part time, and temporary employees, both adults and minors, even if it is known that the new hire does not have children.
Q. What must be reported?
- Social Security Number
- Date of Hire
- Health Insurance – whether or not health insurance is offered to the employee
- Federal Employer Identification Number (FEIN)
Q. When must an employer report a new hire?
A. The report must be submitted to the State Directory of New Hire within 20 days of the date of hire.
Q. What is the definition of date of hire?
A. The date of hire is the employee’s first day of work for pay.
Q. What is the definition of a newly hired employee?
A. A newly hired employee who has not previously been employed by you, or is an employee who was previously employed by you but has been separated for at least 60 days in a row and has now returned to work for you.
Q. What is an employer/employee relationship as it pertains to new hire reporting?
A. As a general rule, if an employee is given a W-2 form showing the amount of taxes withheld, that employee fits the definition for new hire reporting.
Q. How do I report new hires if I employ less than 25 employees?
A. Reporting online is encouraged, other methods include:
- Payroll service
- Printed list
- New Hire Reporting form
- W-4 form
- Mail or fax paper reports to:
PO Box 7190
Bismarck ND 58507-7190
Fax: (701) 328-5497
Q. How do I report new hires if I employ 25 or more employees?
A. You must submit new hire reports through an electronic method provided by Child Support.
- Web file transfer - best for employers with a high number of new hires. Contact Employer Relations to set up web file transfer.
If you believe that complying with the electronic reporting requirement will cause difficulty, you may request a waiver. Contact Employer Relations for information about the waiver and approval process.
Q. What if I have employees in multiple states?
A. Multi-state employers may select one of the following new hire reporting options:
- Report newly-hired employees to the various states in which they are working, following the new hire reporting requirements and timeframes of each state: OR
- Select one state where employees are working and report all new hires to that state's designated new hire reporting office following the new hire reporting requirements and timeframes of the selected state.
Multi-state employers who decide to report all of their new hires to a single state must notify the federal Department of Health and Human Services on the Child Support Portal which state they have designated to receive all their new hire information
- All new hire reports must be submitted electronically.
- Register with the federal Department of Health and Human Services on the Child Support Portal as a multi-state employer and designate the state to which new hires will be reported.
- This option is not available to multi-state payroll service companies reporting on behalf of their customers unless the customers are multi-state employers and have requested this option.