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New Hire FAQ and Tips

New Hire FAQ and Tips

New Hire Tips

  • Always include a contact name and phone number for your company with your new hire reports.
  • Do not use any punctuation when reporting new hires online or electronically.
  • When naming your electronic file, please use your company name and the current date. (example: CompanyNameMMDDYYYY )
  • If your company’s Federal Employer Identification Number (FEIN) changes and your employee(s) are being paid under the new FEIN, you must submit a new hire report for each employee under the new FEIN number with the date of hire as the first day the employee started working under the company’s new FEIN.
  • The employee’s name should match the name on their social security card. If it does not, there is a good chance the report will be rejected and you may receive a call from NHR staff.
  • Only report valid social security numbers to the New Hire Reporting Program. Do not report a fake number or Alien Identification Numbers. Reports containing such numbers will be rejected.
  • If an employee is rehired, use the date the employee was rehired as the date of hire.

FAQ

When did New Hire Reporting become law?

New Hire Reporting became law in October 1997.

What does the New Hire Reporting law require employers to do?

The law requires all employers to report all newly hired and rehired employees to the New Hire Reporting Program within twenty (20) days from the date the employee is hired or rehired regardless if the employee owes child support.  MCA § 40-5-922

Do I report an employee that has been rehired?

If the employee has been separated from employment with the business for more than sixty (60) consecutive days, a new hire report is required to be submitted within twenty (20) days from the individual’s rehire date.
 

What is the purpose of the New Hire Reporting Program?

States match New Hire reports against their child support records to locate parents, establish a child support order, or enforce an existing order.  In addition to matching within a state, states transmit the New Hire reports to the National Directory of New Hires (NDNH).

State agencies operating employment security (unemployment insurance) and workers' compensation programs have access to their state New Hire information to detect and prevent erroneous benefit payments.

In addition, each state can conduct matches between its own New Hire database and other state programs to prevent unlawful or erroneous receipt of public assistance, including welfare, food stamps and Medicaid payments. http://www.acf.hhs.gov/css/resource/new-hire-reporting-answers-to-employer-questions

Is there an e-mail address to send New Hire Reports to?

Yes. You may send reports to the NHR Program by email through the State of Montana File Transfer Service. This application can be accessed through ePass and allows you to transmit sensitive information (such as social security numbers) to the NHR Program securely at NewHireReporting@mt.gov . Please do NOT send files by regular email, only submit files through the File Transfer Service.  

Do I report employees that only work on an “on-call” basis?

Yes, these employees are required to be reported within twenty (20) days as a new hire. If they are returning to work after being separated from employment with your company for sixty (60) consecutive days as a rehire, a new report will need to be submitted.

If the business’ Federal Employer Identification Number (FEIN) changes, do I need to re-report my employees as new hires?

Yes, if your business’ FEIN changes and your employee(s) are being paid under the new FEIN, you must submit a new hire report for each employee under the new FEIN number with the date of hire as the first day the employee started working under the company’s new FEIN.

I hire workers from outside the U.S., am I required to submit a new hire report for these employees?

Yes. In order to legally work in the United States, workers from other countries are required to apply for a social security number. Once they receive their social security number you are required to report them to the NHR Program. Please do not report non-valid social security numbers or alien identification numbers. Reports containing such numbers will be rejected and you may be contacted by NHR staff.

Where can I get additional information on the NHR Program?

Check out our New Hire Reporting Guide for additional information.

More information can also be found on the Federal Office of Child Support Enforcement’s New Hire Reporting - Answers to Employer Questions page.

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