New Hire Reporting

If your agency is paying wages to the individual, you must submit a New Hire report. The individual needs to be reported only once, except when there is a break in service from your agency and a new W-4 form is required. If your agency simply refers individuals for employment and does not pay salaries, New Hire reports are not necessary from you. However, the employer who actually hires and pays the individual, whether on a part-time or full-time basis, will be required to report the new hire information.

You must report your own employees at the labor organization or hiring hall, meaning those who work directly for you. If you only refer individuals for jobs, like a temporary employment agency, you do not need to file a New Hire report.

Each New Hire report must contain the following data elements:

• Employee name, address and Social Security Number
• Date started to work
  
• State of hire

You can also report the following items to avoid potential issues. 

• Employer's Oklahoma Employer Account Number (Assigned by OESC)
• Employee's occupation and salary
• Employee's date of birth
• Is dependent health insurance available?
• Is this employee still employed with your company?
• Recall (rehire) date

Yes, you must submit a New Hire report because the employer-employee relationship existed and wages were earned. To report that someone has quit before the New Hire report is due, you can answer "NO" to the question - "Is this person still employed with your company?".

You can report these employees by completing the same information as required for new hires. These are employees for whom a new W-4 is not required. Check "recalled" on the form to indicate this employee had previously worked for your company, was laid-off and then rehired or recalled. You should re-report these employees as "recalled" using the return-to-work-date after layoffs end.

Yes, your New Hire report information will be available through quarterly wage reporting. However, quarterly data is often out of date before CSED receives the information. There can be as much as a six month lag between the time when the data is submitted and when it is available to CSED. With New Hire reporting, the data will be available within a significantly shorter time period. Because the data will be more current, non-custodial parents can be located more quickly, allowing child support orders to be established and/or enforced more quickly.

You must first make the determination of whether or not there is an existing employer-employee relationship. If the work being performed is based on a contract rather than an employer-employee relationship, under federal laws you are not required to report. In such a circumstance, the contractor is responsible for reporting his/her employees.

You must report the employer's payroll processing address. The notices and orders for child support income withholding will be sent to this address which allows you to begin the income withholding process. When reporting electronically, you are requested an optional employer address. The letters and other correspondence regarding the employee will be directed to this address. It can be the same as your payroll processing address.

The day when an individual performs services for wages is considered to be the "date started to work".