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Federal and state laws require all employers to report all newly hired employees to the State Directory of New Hires within 20 days of the employee’s first day of work. This includes full time, part time, and temporary employees, both adults and minor. Information to be reported:
Employee:
- Name
- Address
- Social Security Number
- Date of Hire
- Health Insurance – whether or not health insurance is offered to the employee
Employer:
- Name
- Address
- Federal Employer Identification Number (FEIN).
Employers who fail to comply with new hire reporting requirements are subject to civil money penalties set by state law NDCC § 34-15-05 and NDCC § 34-15-06.
Multi-State Reporting
A multi-state employer employs people in two or more states. New Hire reporting options:
- Select one state where employees are working and report all new hires to that state’s designated new hire reporting office, following the requirements and timeframes of the selected state.
- All new hire reports must be submitted electronically.
- Register at the Child Support Portal operated by the Federal Department of Health and Human Services 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.
- Report new hires to the states in which the new hires are working, following the requirements and timeframes of each state.