Overview of New Hire Reporting Program==========================================

001	Welcome, and thank you for your time and interest in the Pennsylvania New Hire Reporting program. This video provides a general overview of new hire reporting for employers and payroll service providers.

002	The Pennsylvania New Hire Reporting Program collects and processes employee information that is submitted by their employer in the form of a report. These new hire reports are first matched with child support data received from the Department of Public Welfare and data from unemployment and workers compensation programs. These reports are then forwarded to the National Directory of New Hires for interstate cross-matching of outstanding child support obligations. 

003	A new hire is any newly-hired individual who performs services for wages or any other form of compensation.  All newly hired employees must be reported regardless if they work full-time, part-time, seasonal, are paid salary or hourly. If any wages were earned, that individual must be reported, regardless if they were terminated, quit, or only worked one day. Volunteers and other non-paid workers should not be reported since they do not receive wages or compensation for services. Temporary workers must be reported by their temp agency and not the client employer.

004	New hire reports require specific information from employers such as their Federal Employer Identification Number and the associated company name and address used for quarterly wage reports. The report must contain accurate employee information such as their full social security number, full legal name, physical address, and their date of hire. Please be aware that submitting forged, inaccurate, illegible or incomplete reports may subject the company to a fine under federal and state laws.

005	The information in new hire reports helps to quickly locate non-custodial parents, establish paternity and child support orders, and expedite the child support withholding process from parents who change jobs frequently. New hire data is critical in facilitating the collection of child support and prevent fraud over-payments in unemployment and worker’s compensation programs.

006	Pennsylvania supports more ways of reporting new hire data than most other states. Our goal is to make reporting new hires easy for employers and payroll service providers by offering secure electronic services such as manual data-entry or file-upload through the PaCareerLink website or through Secure File Transfer Protocol. 

007	On the left is the PaCareerLink public homepage where employers may login to securely submit electronic new-hire reports. On the right is the employer dashboard. This screen is only visible to employers after they have logged into the site. This is where employers may select to data-enter new hire records or upload new hire reports from the quick links on the right of the page.

008	Federal law requires all employers to submit a new-hire report no later than  20 days from the date an employee was hired or re-hired. An employee is considered a “re-hire”  whenever they are not compensated for a period of at least 30 consecutive days. When reporting re-hired employees, the date they returned to work is their new date-of hire. Failure to report a newly hired or rehired employee in a timely manner may subject the company to a fine under federal and state laws. Although new hires may be reported by a payroll company on behalf of their client companies, employers are still responsible for making sure their new hires are being correctly processed.

009	Electronic reporting allows employers with many work sites to centralize their new-hire reporting to a single state, such as Pennsylvania. It reduces mutual processing costs, saves time, paper, postage, and greatly reduces the likelihood of human error. Reports submitted electronically provide immediate confirmation that the new hires were received and processed successfully.

010	A multi-state employer is defined by any employer that has working employees in more than one state. Multi-state employers, by federal law, are limited to electronic-only methods of reporting their new hires. If a payroll service provider submits new-hires on the behalf of a multi-state employer, that new-hire report must be sent electronically to the appropriate states or state new hire program. If the multi-state employer chooses to submit separate reports to each state where they have working employees, they must follow each state’s unique format and specific guidelines for reporting. Or-- They may submit all of their new-hires to a single state after they register with the U.S. Department of Health and Human Services Office of Child Support Enforcement and select which state they would like to send their reports.

011	With cooperation from employers, the Pennsylvania New Hire Reporting Program can continue helping children and families maintain financial stability, and save employers and taxpayers millions of dollars each year. Your participation is greatly appreciated, and on behalf of the Commonwealth of Pennsylvania.--we thank you. For additional information, please contact our friendly New Hire customer service team.