STATE NEW HIRE REPORTING REQUIREMENTS
State Reporting Data Elements Method of Multistate Reporting of Penalties?
Phone, Fax, Internet (including Web site, Timeframe as of 10/2001 Transmission Reporting Independent Enforcement?
FTP, and E-mail), and Modem (BBS), EFT, Capability? Contractors?
EDI address or number
Alabama
(334) 353-8491 (phone) 7 days W-4 elements, first day mail, fax, magnetic Yes No $25/employee
(334) 242-8956 (fax) of work, newly hired or tape, cartridge tape,
Web site: //www.dir.state.al.us/nh recalled; Optional: diskette, bulletin
E-mail: [email protected] job refusal indicator (if board system (BBS), Not enforced
BBS: (334) 242-0525 employee received a job website
offer)
Alaska
(907) 269-6685 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $10/employee
(877) 269-6685 (toll-free phone) date of birth, date of hire, tape, cartridge tape, $100/collusion
(907) 787-3197, 3181 (fax) employer's state EIN CD, and diskette
(907) 269-6077 (fax) Not enforced
Web site: //www.revenue.state.ak.us.csed/
employer%20information.htm (info. only)
Arizona
(888) 282-2064 (phone--new hire) 20 days W-4 elements phone, mail, fax, Yes No None
(602) 340-0555 (phone--new hire) magnetic tape,
(602) 252-4045 (phone--child support) cartridge tape,
(888) 282-0502 (fax) diskette, website,
(602) 340-0669 (fax) FTP, EFT
Website: //www.az-newhire.com
E-mail: [email protected]
FTP: ftp.az-newhire.com
EFT: (602) 340-0703
Arkansas
(800) 259-2095 (phone) 20 days W-4 elements; mail, fax, Yes No
(501) 376-2125 (phone) Optional: date of birth magnetic tape,
(800) 259-3562 (fax) date of hire, state of hire cartridge tape,
(501) 376-2682 (fax) diskette, website
Website: //www.ar-newhire.com
California
(916) 657-0529 (phone) prior to the new W-4 elements, em- mail, fax, magnetic Yes Yes $24/incident
(916) 654-6845 (technical information) employee's 20th ployee's start date, CA tape, diskette $490/collusion
(916) 653-5214 (fax) day of work employer account number
Website: //www.edd.ca.gov Not enforced
Website is for information and down-
loading employer reporting form.
Colorado
(800) 696-1468 20 days W-4 elements mail, fax, magnetic Yes No None
(303) 297-2849 (phone) Optional: date of hire, tape, cartridge tape,
(303) 297-2595 (fax) payroll address diskette, website
Website: //www.conewhire.com
Connecticut
(860) 263-6310 (phone--new hire) 20 days W-4 elements, date mail, fax, Yes No None
(800)228-5437(phone--child support) of hire, CT tax registration magnetic tape,
(800) 228-5437 (fax) number; Optional: contact cartridge tape (limited)
and phone number
Delaware
(302) 577-7171 20 days W-4 elements mail, fax, Yes No $25/employee
(302) 577-4848 (fax) magnetic tape,
E-mail: [email protected] cartridge tape, Not enforced
diskette
District of Columbia
1-877-846-9523 (toll-free) 20 days W-4 elements; Optional: phone, fax, mail, Yes No None
(877) 892-6388 (toll-free fax) date of hire, date of birth, magnetic tape, car-
gender, employer contact tridge tape, diskette,
Website: //www.newhire.com/dc and phone number website, e-mail
E-mail: [email protected]
Florida
(888) 854-4791 (phone--new hire) 20 days W-4 elements, date phone, mail, fax, Yes No None
(850) 656-3343 (phone--new hire) of hire, address for income magnetic tape,
(888) 922-9590 (phone--child support info) withholding order; cartridge tape,
(888) 854-4762 (toll-free fax) Optional: date of birth, diskette, website, FTP
(850) 656-3225 (fax) FL unemployment
Website: //www.fl-newhire.com compensation account
number
Georgia
(888) 541-0469 (phone) 10 days W-4 elements, date phone, mail, fax, Yes No None
(404) 525-2985 (phone) of birth, date of hire, magnetic tape,
(888) 541-0521 (fax) employer's phone cartridge tape,
(404) 525-2983 (fax) number; Optional: diskette, website,
Website: //www.ga-newhire.com medical insurance FTP
BBS or FTP: (404) 523-5863 availability
Guam
(671) 475-3360 (phone) 20 days W-4 elements, date of mail, fax No Yes for Guam $24/employee
(671) 477-6118 (fax) birth government $499/collusion
Website: //www.guamcse.net contractees Not enforced
Hawaii
(808) 692-7029 (phone) 20 days W-4 elements, date of fax, mail, magnetic Yes No
(808) 692-7001 (fax) hire tape, cartridge tape
diskette
Idaho
(800) 627-3880 (phone) 20 days W-4 elements, date mail, fax, diskette, Yes No
(208) 334-6459 (phone) of hire, employer's website, e-mail
(208) 332-7411 (fax) unemployment insurance
Website: //www.labor.state.id.us/newhire account number
E-mail: [email protected]
Illinois
(800) 327-HIRE [4473] (phone--new hire) 20 days W-4 elements; mail, fax, magnetic Yes No
(312) 793-0322 (phone--new hire) Optional: date of hire, tape, cartridge
(312) 793-9856 (technical information) address for income tape, diskette,
(217) 557-1947 (fax) withholding orders website, e-mail
Website: //www.ides.state.il.us/html/newhire2.pdf
E-mail: [email protected]
Indiana
(866) 879-0198 (toll-free phone) 20 days W-4 elements, date of hire; mail, fax, magnetic Yes No $500/collusion
(317) 612-3028 (phone-Indianapolis metro area) Optional: date of birth, tape, cartridge tape,
(800) 408-1388 (fax) or (317) 612-3036 (fax) state of hire diskette, website
(317) 612-3036 (fax-Indianapolis metro area)
Website: //www.in.gov or in-newhire.com
(866) 879-0198, ex. 110 (technical support)
E-mail: [email protected]
Iowa
(515) 281-5331 (phone) 15 days W-4 elements, date of mail, fax, magnetic Yes Yes* Can be held in
(800) 759-5881 (fax) birth, date of hire, tape, cartridge tape contempt of
Website: http://icer.dhs.state.ia.us/ employer's phone, court in county in
medical insurance which employer
availability, date of does business
qualification, address
for income withholding Not yet enforced
Kansas
(888) 219-7801 (phone) 20 days W-4 elements mail, fax, diskette, Yes No None
(785) 296-5025 (phone) website, FTP
(888) 219-7798 (fax)
(785) 291-3423 (fax)
Website:
//www.hr.state.ks.us/home-html/newhires.htm
E-mail: [email protected]
FTP: ftp.hr.state.ks.us/incoming/newhires
Kentucky
(800) 817-2262 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $250/employee
(804) 771-9602 (phone) date of birth, state of hire, tape, cartridge tape
(800) 817-0099 (fax) date of hire, KY employer diskette, website, Not enforced
(804) 771-1908 (fax) ID number, medical insur- FTP
Web site: //www.ky-newhire.com ance availability, contact
FTP: (804) 771-9768 phone
E-mail for questions/corrections only-no reports:
E-mail: [email protected]
Louisiana
(888) 223-1461 (phone) 20 days W-4 elements, occupation; phone, mail, fax, Yes No $25/occurrence
(225) 342-4591 (phone) Optional: date of hire magnetic tape, $500/collusion
(888) 223-1462 (fax) cartridge tape,
(225) 342-4529 (fax) diskette, website, Not enforced
Website: //www.dss.state.la.us FTP, e-mail
E-mail: [email protected]
Maine
(800) 437-9611 (phone--in-state only) 7 days W-4 elements, date phone, mail, fax, Yes No 1st violation:
(207) 287-2886 (phone) of birth; Optional: date of magnetic tape, written warning;
(800) 442-6003 (phone, child support) hire, home and work diskette, e-mail thereafter, up to
(800) 437-9611 (fax--in state) phones, occupation, $200/month
(207) 287-6882 (fax) income, frequency,
E-mail: [email protected] medical insurance Not yet enforced
availability for employee
and dependent, cost,
whether dependent is
covered, employer's
DOL state ID number
Maryland
(888) MDHIRES (888) 634-4737 (phone) 20 days W-4 elements, date mail, fax, magnetic Yes No $25/employee
(410) 347-9911 (phone) of hire, MD unemployment tape, cartridge tape $500/collusion
(888) 657-3534 (fax) account number (SUIN); diskette, website,
(410) 347-5993 (fax) Optional: date of birth, e-mail Not enforced
Website: //www.mdnewhire.com gender, medical insurance
E-mail: [email protected] availability, salary,
rate, employer contact,
phone, and fax
Massachusetts
(800) 332-2733 (phone) 14 days W-4 elements, date of mail, fax, magnetic Yes Yes
(617) 887-5049 or 5059 (fax) hire or reinstatement tape, cartridge tape
(617) 887-5030 (technical support)
(617) 626-4154 (employer hot line)
Website: //www.state.ma.us/cse
Michigan
(800) 524-9846 (phone) 20 days W-4 elements; mail, fax, magnetic Yes No None
(517) 318-1659 (fax--5 or fewer per week) Optional: date of birth, tape, diskette (free
Website: //www.minew-hires.com (info. only) date of hire, data entry software),
E-mail: [email protected] driver's license number e-mail
Minnesota
(800) 672-4473 (phone) 20 days W-4 elements; phone, mail, Yes County govern- $25/2nd time
(651) 227-4661 (phone) Optional: date of fax, magnetic tape ment agencies Up to $500 for
(651) 227-4991 (fax--in state) birth, date of hire, cartridge tape, must report in- refusal to report
(800) 692-4473 (fax--out of state) state of hire, em- diskette, FTP, EFT, dependent
Website: //www.mn-newhire.com ployer contact and website contractors; Not enforced
Website for information only phone number optional for
FTP: ftp.mn-newhire.com private em-
EFT: (651) 222-4539 ployers
EFT: (888) 305-7101
Mississippi
(800) 241-1330 (phone) 15 days W-4 elements, date of hire, mail, fax, magnetic Yes No None
(404) 808-9016 (phone) contact name, state EIN; tape, cartridge tape
(800) 937-8668 (fax) Optional: date of birth, diskette, website,
Website: state of hire, gender e-mail
//www.new-hires.com/mississippi
E-mail: [email protected]
Missouri
(800) 585-9234 (phone--employer hot line) 20 days W-4 elements, date of mail, fax, magnetic Yes No $25/employee
(573) 751-2623 (phone--employer hot line) hire (or date signed) tape, cartridge tape $350/collusion
(800) 859-7999 (phone--gen. info)
(573) 526-8079 (fax)
Website (for information only):
//www.dss.state.mo.us/cse
E-mail: [email protected]
Montana
(888) 866-0327 (phone) 20 days W-4 elements, date of phone, mail, fax, Yes No None
(406) 444-9290 (phone) hire, employer's state magnetic tape,
(888) 272-1990 (fax) ID number, employer's cartridge tape,
(406) 444-0745 (fax) phone, fax; Optional: diskette, e-mail
Website: date of birth, state of
//www.state.mt.us/revenue hire, employee's home
E-mail: and work phones,
[email protected]/revenue/newhire.html medical insurance
availability, date of
qualification
Nebraska
(888) 256-0293 (phone--new hire) 20 days W-4 elements; mail, fax, magnetic Yes No $25/employee
(402) 691-9957 (phone--new hire) Optional: state of tape, cartridge tape,
(402) 479-5555 (phone--child support) hire, employer contact diskette, website Not enforced
(888) 430-6906 (fax) and phone number, date of
Website: //www.NEnewhire.com birth, date of hire; medical
E-mail: [email protected] (info only) insurance availability
FTP: ftp.Nenewhire.com
Nevada
(888) 639-7241 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No None
(775) 684-8685 (phone) date of birth, date of hire, tape, cartridge tape,
(775) 687-4487 (phone--technical info.) state of hire, NV EIN diskette
(775) 684-8681 (fax)
Website:
//www.state.nv.us/detr/es/newhire.htm (info)
New Hampshire
(800) 803-4485 (phone) 20 days W-4 elements; NHES mail, fax, magnetic Yes Yes $25/employee
(603) 229-4371 (phone) employer account tape, diskette $500/collusion
(888) 783-3598 (fax) number, employer's
(603) 229-4324 (fax) phone; Optional: date of Not enforced
hire, contact, work state,
type of hire (employee or
contractor)
New Jersey
(888) 624-6339 (toll-free phone) 20 days W-4 elements; phone, mail, fax, Yes Yes *** $25/employee
(877) NJ HIRES (654-4737) (toll-free phone) Optional: date of birth, date magnetic tape, $500/collusion
(609) 689-1900 (phone) of hire, gender cartridge tape,
(800) 304-4901 (toll-free fax) diskette, website, Not enforced
Website: //www.nj-newhire.com e-mail
E-mail: [email protected]
New Mexico
(888) 878-1607 (phone) 20 days W-4 elements; Optional: phone, mail, fax, Yes No $20/employee
(505) 995-8230 (phone) date of birth, date of hire, magnetic tape, $500/collusion
(800) 759-KIDS (child support info) state of hire, employer's cartridge tape,
(505) 827-7200 (child support info) payroll address, contact, diskette, website, Not enforced
(888) 878-1614 (toll-free fax) phone, medical insurance FTP
(505) 995-8232 (fax) availability
Website: //www.nm-newhire.com
E-mail: [email protected]
E-mail not for new hire reporting
FTP: (505) 820-6987
New York
(800) 972-1233, option 1 (phone) 20 days W-4 elements; mail, fax, magnetic Yes No $25/employee
(518) 438-3152 (technical info) Optional: date of hire tape, cartridge tape, $450/collusion
(518) 438-3715 (fax) diskette
Website: //www.tax.state.ny.us/wt/ No enf needed
North Carolina
(888) 514-4568 (phone--new hire) 20 days W-4 elements, date of mail, fax, magnetic Yes No $25/employee
(919) 877-1011 (phone--new hire) hire, state EIN; tape, cartridge tape, $500/collusion
(919) 874-0092 (technical support) Optional: date of birth, em- diskette, e-mail
(919) 877-1019 (fax) ployer contact and Not enforced
Website: //www.ncnewhires.com (info only) phone
E-mail: [email protected]
North Dakota
(800) 755-8530 (phone, in-state only) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $25/employee
(701) 328-3582 (phone) date of birth, date of hire, tape, cartridge tape, $500/collusion
(701) 328-5497 (fax) state EIN diskette, e-mail,
(800) 366-6889 (for TDD service) EFT (using Expedite Not enforced
E-mail: [email protected] software)
http://www.discovernd.com/
Ohio
(888) 872-1490 (phone) 20 days W-4 elements, date of mail, fax, magnetic Yes No $25/employee
(614) 221-5330 (phone) birth, date of hire, tape, cartridge tape, $500/collusion
(888) 872-1611 (toll-free fax) state of hire; Optional: diskette, website,
(614) 221-7088 (fax) gender, Earned In- e-mail Not enforced
Website: //www.oh-newhire.com come Tax Credit
E-mail: [email protected] claim, date of termination
Oklahoma
(800) 317-3785 (phone) 20 days W-4 elements, date mail, fax, magnetic Yes No None
(405) 557-7133 (phone) of hire, state of hire; tape, cartridge
(405) 557-7297 (technical info.) Optional: date of birth, tape, diskette,
(800) 317-3786 (fax) OK employer account website
(405) 557-5350 (fax) number, employer's phone,
Website: medical insurance
//www.oesc.state.ok.us/newhire/ availability, occupation,
salary, rate, whether
employee has been
terminated
Oregon
(503) 378-2868 (phone--accepts collect calls) 20 days W-4 elements mail, fax, cartridge Yes No None
(877) 877-7415 (toll-free fax) tape, diskette
(503) 378-2863, 2864 (fax)
Pennsylvania
(888) PAHIRES [724-4737] (phone) 20 business days W-4 elements, date mail, fax, magnetic Yes No $25/occurrence
(717) 657-HIRE (4473)(fax) of hire, employer contact tape, cartridge tape,
Website: //www.panewhires.com name and phone; diskette, website Not enforced
E-mail: [email protected] Optional: date of birth e-mail, FTP
FTP: 208.140.150.200
Puerto Rico
(787) 767-1500 (phone) 20 days W-4 elements, employer's mail, fax No (RENE accepts other No
(787) 767-3882; 765-1313 (fax) state ID number, date of states but they report by
birth, date of hire, state of mail)
hire, salary
Rhode Island
(888) 870-6461 (new hire info) 14 days W-4 elements, medical phone, mail, fax, Yes No $20/employee
(401) 222-2847 (child support info) insurance availability, magnetic tape, $500/collusion
(888) 870-6461 (phone reporting) date of availability; cartridge tape,
(888) 430-6907 (fax) Optional: date of birth, diskette, website Not enforced
Website: //www.RInewhire.com date of hire, state of hire,
E-mail: [email protected] (info only) payroll address
FTP: FTP.RInewhire.com
South Carolina
(888) 454-5294 (phone--new hire) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $25/employee
(803) 898-9235 (phone--new hire) date of birth, date tape, cartridge tape,
(800) 768-5858 (phone for child support) of hire, employer's diskette, website Not enforced
(803) 898-9100 (fax) phone number
Website:
//www.state.sc.us/dss/csed/newhire.htm
South Dakota
(888) 827-6078 (phone) 20 days W-4 elements; Optional: phone, mail, fax, Yes No None
(605) 626-2942 (phone) date of birth, date of hire, cartridge tape,
(888) 835-8659 (toll-free fax) state of hire diskette, website
Website: //www.state.sd.us/dol/newhire.htm
Tennessee
(888) 715-2280 (phone) 20 days W-4 elements, date of hire; phone (up to 2), Yes No $20/employee
(615) 884-2819 (phone) Optional: Optional: date of birth, mail, fax, magnetic $400/collusion
(615) 884-2827 (fax) 5 days state of hire, gender, tape, cartridge
Website: (recom- medical insurance tape, diskette, Not enforced
//www.new-hires.com/tennessee mended to) availability, date website
E-mail: [email protected] help detect of qualification, Earned
fraud in ui Income Tax Credit
and wc pro- availability, payroll ad-
grams) dress, whether employee
has been terminated
Texas
(888)TEXHIRE [839-4473] (phone--new hire) 20 days W-4 elements; Optional: phone, mail, fax, Yes No $500/collusion
(800) 252-8014 (phone--child support) date of birth, date of hire, magnetic tape, cart-
(800) 732-5015 (fax) state of hire, TX EIN, ridge tape, diskette, Not enforced
Website: //www.texasnewhire.state.tx.us salary, payday frequency, website, e-mail, FTP,
E-mail: [email protected] contact name Shareware
Utah
(800) 222-2857 (phone, in-state only) 20 days W-4 elements; Optional: phone (up to 3), Yes No After warnings,
(801) 526-4361 (phone) date of birth, date of hire mail, fax, magnetic $25/employer
(801) 526-4391 (fax) tape, cartridge tape, $500/collusion
Website: http://newhire.dws.state.ut.us diskette, website
Enforced
Vermont
(800) 786-3214 (child support) 20 days W-4 elements mail, fax, magnetic Yes No None
(802) 828-4286 (fax) tape, cartridge
Website: tape, diskette,
//www.det.state.vt.us/empsvc/empsvc.htm website, EFT
EFT: //www.det.state.vt.us
Virgin Islands
(340) 776-3700, ext. 2038 (phone) 20 days W-4 elements, date of mail, fax, e-mail, No No
(340) 774-5908 (fax) birth, date of hire, diskette
E-mail: [email protected] state of hire; Optional:
Website coming employer's unemployment
insurance ID number
Virginia
(800) 979-9014 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No None
(804) 771-9733 (phone) date of birth, date of hire, tape, cartridge tape,
(800) 688-2680 (fax) state of hire, employer's diskette, website
(804) 771-9709 (fax) VEC number, contact, modem, FTP
Website: //www.va-newhire.com phone
modem: (804) 771-9768
FTP: //www.va-newhire.com
Washington
(800) 562-0479 (phone-new hire) 20 days W-4 elements, phone, mail, fax, Yes No $25/employee
(800) 591-2760 (phone-empl. ombudsman) date of birth magnetic tape, $500/collusion
(360) 586-4357 (technical support) cartridge tape,
(800) 782-0624 (fax) diskette, website Not enforced
Website: //www.wa.gov/dshs/newhire/
West Virginia
(877) 625-4669 (phone-new hire) 14 days W-4 elements; Optional: phone, mail, fax, Yes No $25/employee
(304) 346-9513 (phone) date of birth, date of hire diskette, website $500/collusion
(877) 625-4675 (toll-free fax)
(304) 346-9518 (fax) Not enforced
Website: www/wv-newhire.com
Wisconsin
(888) 300-4473 (phone) 20 days W-4 elements, date phone, mail, Yes No None
(800) 277-8075 (fax) of birth, date of hire, fax, magnetic
Web site: state of hire tape, cartridge
http://www.dwd.state.wi.us/uinh tape, diskette,
website, EDI
Wyoming
(800) 970-9258 (phone) 20 days W-4 elements; mail, fax, magnetic Yes No None
(307) 638-1675 (phone) Optional: date of birth, tape, cartridge tape,
(800) 921-9651 (fax) date of hire, employer diskette (pre-formatted
(307) 638-1686 (fax) contact and phone upon request),
Website: wy-newhire.com number website, FTP
* Definition of a "contractor" in Iowa:
Who is 18 years of age or older;
Who performs labor in IA and to whom a payor of income makes payments which are not
subject to income withholding for child support;
For whom the payor of income is required by the IRS to file a 1099 MISC form; and
Who is a natural, individual person, NOT a corporation, government, business trust, estate,
partnership, or other legal entity, however organized.
State Reporting Data Elements Method of Multistate Reporting of Penalties?
Phone, Fax, Internet (including Web site, Timeframe as of 10/2001 Transmission Reporting Independent Enforcement?
FTP, and E-mail), and Modem (BBS), EFT, Capability? Contractors?
EDI address or number
Alabama
(334) 353-8491 (phone) 7 days W-4 elements, first day mail, fax, magnetic Yes No $25/employee
(334) 242-8956 (fax) of work, newly hired or tape, cartridge tape,
Web site: //www.dir.state.al.us/nh recalled; Optional: diskette, bulletin
E-mail: [email protected] job refusal indicator (if board system (BBS), Not enforced
BBS: (334) 242-0525 employee received a job website
offer)
Alaska
(907) 269-6685 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $10/employee
(877) 269-6685 (toll-free phone) date of birth, date of hire, tape, cartridge tape, $100/collusion
(907) 787-3197, 3181 (fax) employer's state EIN CD, and diskette
(907) 269-6077 (fax) Not enforced
Web site: //www.revenue.state.ak.us.csed/
employer%20information.htm (info. only)
Arizona
(888) 282-2064 (phone--new hire) 20 days W-4 elements phone, mail, fax, Yes No None
(602) 340-0555 (phone--new hire) magnetic tape,
(602) 252-4045 (phone--child support) cartridge tape,
(888) 282-0502 (fax) diskette, website,
(602) 340-0669 (fax) FTP, EFT
Website: //www.az-newhire.com
E-mail: [email protected]
FTP: ftp.az-newhire.com
EFT: (602) 340-0703
Arkansas
(800) 259-2095 (phone) 20 days W-4 elements; mail, fax, Yes No
(501) 376-2125 (phone) Optional: date of birth magnetic tape,
(800) 259-3562 (fax) date of hire, state of hire cartridge tape,
(501) 376-2682 (fax) diskette, website
Website: //www.ar-newhire.com
California
(916) 657-0529 (phone) prior to the new W-4 elements, em- mail, fax, magnetic Yes Yes $24/incident
(916) 654-6845 (technical information) employee's 20th ployee's start date, CA tape, diskette $490/collusion
(916) 653-5214 (fax) day of work employer account number
Website: //www.edd.ca.gov Not enforced
Website is for information and down-
loading employer reporting form.
Colorado
(800) 696-1468 20 days W-4 elements mail, fax, magnetic Yes No None
(303) 297-2849 (phone) Optional: date of hire, tape, cartridge tape,
(303) 297-2595 (fax) payroll address diskette, website
Website: //www.conewhire.com
Connecticut
(860) 263-6310 (phone--new hire) 20 days W-4 elements, date mail, fax, Yes No None
(800)228-5437(phone--child support) of hire, CT tax registration magnetic tape,
(800) 228-5437 (fax) number; Optional: contact cartridge tape (limited)
and phone number
Delaware
(302) 577-7171 20 days W-4 elements mail, fax, Yes No $25/employee
(302) 577-4848 (fax) magnetic tape,
E-mail: [email protected] cartridge tape, Not enforced
diskette
District of Columbia
1-877-846-9523 (toll-free) 20 days W-4 elements; Optional: phone, fax, mail, Yes No None
(877) 892-6388 (toll-free fax) date of hire, date of birth, magnetic tape, car-
gender, employer contact tridge tape, diskette,
Website: //www.newhire.com/dc and phone number website, e-mail
E-mail: [email protected]
Florida
(888) 854-4791 (phone--new hire) 20 days W-4 elements, date phone, mail, fax, Yes No None
(850) 656-3343 (phone--new hire) of hire, address for income magnetic tape,
(888) 922-9590 (phone--child support info) withholding order; cartridge tape,
(888) 854-4762 (toll-free fax) Optional: date of birth, diskette, website, FTP
(850) 656-3225 (fax) FL unemployment
Website: //www.fl-newhire.com compensation account
number
Georgia
(888) 541-0469 (phone) 10 days W-4 elements, date phone, mail, fax, Yes No None
(404) 525-2985 (phone) of birth, date of hire, magnetic tape,
(888) 541-0521 (fax) employer's phone cartridge tape,
(404) 525-2983 (fax) number; Optional: diskette, website,
Website: //www.ga-newhire.com medical insurance FTP
BBS or FTP: (404) 523-5863 availability
Guam
(671) 475-3360 (phone) 20 days W-4 elements, date of mail, fax No Yes for Guam $24/employee
(671) 477-6118 (fax) birth government $499/collusion
Website: //www.guamcse.net contractees Not enforced
Hawaii
(808) 692-7029 (phone) 20 days W-4 elements, date of fax, mail, magnetic Yes No
(808) 692-7001 (fax) hire tape, cartridge tape
diskette
Idaho
(800) 627-3880 (phone) 20 days W-4 elements, date mail, fax, diskette, Yes No
(208) 334-6459 (phone) of hire, employer's website, e-mail
(208) 332-7411 (fax) unemployment insurance
Website: //www.labor.state.id.us/newhire account number
E-mail: [email protected]
Illinois
(800) 327-HIRE [4473] (phone--new hire) 20 days W-4 elements; mail, fax, magnetic Yes No
(312) 793-0322 (phone--new hire) Optional: date of hire, tape, cartridge
(312) 793-9856 (technical information) address for income tape, diskette,
(217) 557-1947 (fax) withholding orders website, e-mail
Website: //www.ides.state.il.us/html/newhire2.pdf
E-mail: [email protected]
Indiana
(866) 879-0198 (toll-free phone) 20 days W-4 elements, date of hire; mail, fax, magnetic Yes No $500/collusion
(317) 612-3028 (phone-Indianapolis metro area) Optional: date of birth, tape, cartridge tape,
(800) 408-1388 (fax) or (317) 612-3036 (fax) state of hire diskette, website
(317) 612-3036 (fax-Indianapolis metro area)
Website: //www.in.gov or in-newhire.com
(866) 879-0198, ex. 110 (technical support)
E-mail: [email protected]
Iowa
(515) 281-5331 (phone) 15 days W-4 elements, date of mail, fax, magnetic Yes Yes* Can be held in
(800) 759-5881 (fax) birth, date of hire, tape, cartridge tape contempt of
Website: http://icer.dhs.state.ia.us/ employer's phone, court in county in
medical insurance which employer
availability, date of does business
qualification, address
for income withholding Not yet enforced
Kansas
(888) 219-7801 (phone) 20 days W-4 elements mail, fax, diskette, Yes No None
(785) 296-5025 (phone) website, FTP
(888) 219-7798 (fax)
(785) 291-3423 (fax)
Website:
//www.hr.state.ks.us/home-html/newhires.htm
E-mail: [email protected]
FTP: ftp.hr.state.ks.us/incoming/newhires
Kentucky
(800) 817-2262 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $250/employee
(804) 771-9602 (phone) date of birth, state of hire, tape, cartridge tape
(800) 817-0099 (fax) date of hire, KY employer diskette, website, Not enforced
(804) 771-1908 (fax) ID number, medical insur- FTP
Web site: //www.ky-newhire.com ance availability, contact
FTP: (804) 771-9768 phone
E-mail for questions/corrections only-no reports:
E-mail: [email protected]
Louisiana
(888) 223-1461 (phone) 20 days W-4 elements, occupation; phone, mail, fax, Yes No $25/occurrence
(225) 342-4591 (phone) Optional: date of hire magnetic tape, $500/collusion
(888) 223-1462 (fax) cartridge tape,
(225) 342-4529 (fax) diskette, website, Not enforced
Website: //www.dss.state.la.us FTP, e-mail
E-mail: [email protected]
Maine
(800) 437-9611 (phone--in-state only) 7 days W-4 elements, date phone, mail, fax, Yes No 1st violation:
(207) 287-2886 (phone) of birth; Optional: date of magnetic tape, written warning;
(800) 442-6003 (phone, child support) hire, home and work diskette, e-mail thereafter, up to
(800) 437-9611 (fax--in state) phones, occupation, $200/month
(207) 287-6882 (fax) income, frequency,
E-mail: [email protected] medical insurance Not yet enforced
availability for employee
and dependent, cost,
whether dependent is
covered, employer's
DOL state ID number
Maryland
(888) MDHIRES (888) 634-4737 (phone) 20 days W-4 elements, date mail, fax, magnetic Yes No $25/employee
(410) 347-9911 (phone) of hire, MD unemployment tape, cartridge tape $500/collusion
(888) 657-3534 (fax) account number (SUIN); diskette, website,
(410) 347-5993 (fax) Optional: date of birth, e-mail Not enforced
Website: //www.mdnewhire.com gender, medical insurance
E-mail: [email protected] availability, salary,
rate, employer contact,
phone, and fax
Massachusetts
(800) 332-2733 (phone) 14 days W-4 elements, date of mail, fax, magnetic Yes Yes
(617) 887-5049 or 5059 (fax) hire or reinstatement tape, cartridge tape
(617) 887-5030 (technical support)
(617) 626-4154 (employer hot line)
Website: //www.state.ma.us/cse
Michigan
(800) 524-9846 (phone) 20 days W-4 elements; mail, fax, magnetic Yes No None
(517) 318-1659 (fax--5 or fewer per week) Optional: date of birth, tape, diskette (free
Website: //www.minew-hires.com (info. only) date of hire, data entry software),
E-mail: [email protected] driver's license number e-mail
Minnesota
(800) 672-4473 (phone) 20 days W-4 elements; phone, mail, Yes County govern- $25/2nd time
(651) 227-4661 (phone) Optional: date of fax, magnetic tape ment agencies Up to $500 for
(651) 227-4991 (fax--in state) birth, date of hire, cartridge tape, must report in- refusal to report
(800) 692-4473 (fax--out of state) state of hire, em- diskette, FTP, EFT, dependent
Website: //www.mn-newhire.com ployer contact and website contractors; Not enforced
Website for information only phone number optional for
FTP: ftp.mn-newhire.com private em-
EFT: (651) 222-4539 ployers
EFT: (888) 305-7101
Mississippi
(800) 241-1330 (phone) 15 days W-4 elements, date of hire, mail, fax, magnetic Yes No None
(404) 808-9016 (phone) contact name, state EIN; tape, cartridge tape
(800) 937-8668 (fax) Optional: date of birth, diskette, website,
Website: state of hire, gender e-mail
//www.new-hires.com/mississippi
E-mail: [email protected]
Missouri
(800) 585-9234 (phone--employer hot line) 20 days W-4 elements, date of mail, fax, magnetic Yes No $25/employee
(573) 751-2623 (phone--employer hot line) hire (or date signed) tape, cartridge tape $350/collusion
(800) 859-7999 (phone--gen. info)
(573) 526-8079 (fax)
Website (for information only):
//www.dss.state.mo.us/cse
E-mail: [email protected]
Montana
(888) 866-0327 (phone) 20 days W-4 elements, date of phone, mail, fax, Yes No None
(406) 444-9290 (phone) hire, employer's state magnetic tape,
(888) 272-1990 (fax) ID number, employer's cartridge tape,
(406) 444-0745 (fax) phone, fax; Optional: diskette, e-mail
Website: date of birth, state of
//www.state.mt.us/revenue hire, employee's home
E-mail: and work phones,
[email protected]/revenue/newhire.html medical insurance
availability, date of
qualification
Nebraska
(888) 256-0293 (phone--new hire) 20 days W-4 elements; mail, fax, magnetic Yes No $25/employee
(402) 691-9957 (phone--new hire) Optional: state of tape, cartridge tape,
(402) 479-5555 (phone--child support) hire, employer contact diskette, website Not enforced
(888) 430-6906 (fax) and phone number, date of
Website: //www.NEnewhire.com birth, date of hire; medical
E-mail: [email protected] (info only) insurance availability
FTP: ftp.Nenewhire.com
Nevada
(888) 639-7241 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No None
(775) 684-8685 (phone) date of birth, date of hire, tape, cartridge tape,
(775) 687-4487 (phone--technical info.) state of hire, NV EIN diskette
(775) 684-8681 (fax)
Website:
//www.state.nv.us/detr/es/newhire.htm (info)
New Hampshire
(800) 803-4485 (phone) 20 days W-4 elements; NHES mail, fax, magnetic Yes Yes $25/employee
(603) 229-4371 (phone) employer account tape, diskette $500/collusion
(888) 783-3598 (fax) number, employer's
(603) 229-4324 (fax) phone; Optional: date of Not enforced
hire, contact, work state,
type of hire (employee or
contractor)
New Jersey
(888) 624-6339 (toll-free phone) 20 days W-4 elements; phone, mail, fax, Yes Yes *** $25/employee
(877) NJ HIRES (654-4737) (toll-free phone) Optional: date of birth, date magnetic tape, $500/collusion
(609) 689-1900 (phone) of hire, gender cartridge tape,
(800) 304-4901 (toll-free fax) diskette, website, Not enforced
Website: //www.nj-newhire.com e-mail
E-mail: [email protected]
New Mexico
(888) 878-1607 (phone) 20 days W-4 elements; Optional: phone, mail, fax, Yes No $20/employee
(505) 995-8230 (phone) date of birth, date of hire, magnetic tape, $500/collusion
(800) 759-KIDS (child support info) state of hire, employer's cartridge tape,
(505) 827-7200 (child support info) payroll address, contact, diskette, website, Not enforced
(888) 878-1614 (toll-free fax) phone, medical insurance FTP
(505) 995-8232 (fax) availability
Website: //www.nm-newhire.com
E-mail: [email protected]
E-mail not for new hire reporting
FTP: (505) 820-6987
New York
(800) 972-1233, option 1 (phone) 20 days W-4 elements; mail, fax, magnetic Yes No $25/employee
(518) 438-3152 (technical info) Optional: date of hire tape, cartridge tape, $450/collusion
(518) 438-3715 (fax) diskette
Website: //www.tax.state.ny.us/wt/ No enf needed
North Carolina
(888) 514-4568 (phone--new hire) 20 days W-4 elements, date of mail, fax, magnetic Yes No $25/employee
(919) 877-1011 (phone--new hire) hire, state EIN; tape, cartridge tape, $500/collusion
(919) 874-0092 (technical support) Optional: date of birth, em- diskette, e-mail
(919) 877-1019 (fax) ployer contact and Not enforced
Website: //www.ncnewhires.com (info only) phone
E-mail: [email protected]
North Dakota
(800) 755-8530 (phone, in-state only) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $25/employee
(701) 328-3582 (phone) date of birth, date of hire, tape, cartridge tape, $500/collusion
(701) 328-5497 (fax) state EIN diskette, e-mail,
(800) 366-6889 (for TDD service) EFT (using Expedite Not enforced
E-mail: [email protected] software)
http://www.discovernd.com/
Ohio
(888) 872-1490 (phone) 20 days W-4 elements, date of mail, fax, magnetic Yes No $25/employee
(614) 221-5330 (phone) birth, date of hire, tape, cartridge tape, $500/collusion
(888) 872-1611 (toll-free fax) state of hire; Optional: diskette, website,
(614) 221-7088 (fax) gender, Earned In- e-mail Not enforced
Website: //www.oh-newhire.com come Tax Credit
E-mail: [email protected] claim, date of termination
Oklahoma
(800) 317-3785 (phone) 20 days W-4 elements, date mail, fax, magnetic Yes No None
(405) 557-7133 (phone) of hire, state of hire; tape, cartridge
(405) 557-7297 (technical info.) Optional: date of birth, tape, diskette,
(800) 317-3786 (fax) OK employer account website
(405) 557-5350 (fax) number, employer's phone,
Website: medical insurance
//www.oesc.state.ok.us/newhire/ availability, occupation,
salary, rate, whether
employee has been
terminated
Oregon
(503) 378-2868 (phone--accepts collect calls) 20 days W-4 elements mail, fax, cartridge Yes No None
(877) 877-7415 (toll-free fax) tape, diskette
(503) 378-2863, 2864 (fax)
Pennsylvania
(888) PAHIRES [724-4737] (phone) 20 business days W-4 elements, date mail, fax, magnetic Yes No $25/occurrence
(717) 657-HIRE (4473)(fax) of hire, employer contact tape, cartridge tape,
Website: //www.panewhires.com name and phone; diskette, website Not enforced
E-mail: [email protected] Optional: date of birth e-mail, FTP
FTP: 208.140.150.200
Puerto Rico
(787) 767-1500 (phone) 20 days W-4 elements, employer's mail, fax No (RENE accepts other No
(787) 767-3882; 765-1313 (fax) state ID number, date of states but they report by
birth, date of hire, state of mail)
hire, salary
Rhode Island
(888) 870-6461 (new hire info) 14 days W-4 elements, medical phone, mail, fax, Yes No $20/employee
(401) 222-2847 (child support info) insurance availability, magnetic tape, $500/collusion
(888) 870-6461 (phone reporting) date of availability; cartridge tape,
(888) 430-6907 (fax) Optional: date of birth, diskette, website Not enforced
Website: //www.RInewhire.com date of hire, state of hire,
E-mail: [email protected] (info only) payroll address
FTP: FTP.RInewhire.com
South Carolina
(888) 454-5294 (phone--new hire) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No $25/employee
(803) 898-9235 (phone--new hire) date of birth, date tape, cartridge tape,
(800) 768-5858 (phone for child support) of hire, employer's diskette, website Not enforced
(803) 898-9100 (fax) phone number
Website:
//www.state.sc.us/dss/csed/newhire.htm
South Dakota
(888) 827-6078 (phone) 20 days W-4 elements; Optional: phone, mail, fax, Yes No None
(605) 626-2942 (phone) date of birth, date of hire, cartridge tape,
(888) 835-8659 (toll-free fax) state of hire diskette, website
Website: //www.state.sd.us/dol/newhire.htm
Tennessee
(888) 715-2280 (phone) 20 days W-4 elements, date of hire; phone (up to 2), Yes No $20/employee
(615) 884-2819 (phone) Optional: Optional: date of birth, mail, fax, magnetic $400/collusion
(615) 884-2827 (fax) 5 days state of hire, gender, tape, cartridge
Website: (recom- medical insurance tape, diskette, Not enforced
//www.new-hires.com/tennessee mended to) availability, date website
E-mail: [email protected] help detect of qualification, Earned
fraud in ui Income Tax Credit
and wc pro- availability, payroll ad-
grams) dress, whether employee
has been terminated
Texas
(888)TEXHIRE [839-4473] (phone--new hire) 20 days W-4 elements; Optional: phone, mail, fax, Yes No $500/collusion
(800) 252-8014 (phone--child support) date of birth, date of hire, magnetic tape, cart-
(800) 732-5015 (fax) state of hire, TX EIN, ridge tape, diskette, Not enforced
Website: //www.texasnewhire.state.tx.us salary, payday frequency, website, e-mail, FTP,
E-mail: [email protected] contact name Shareware
Utah
(800) 222-2857 (phone, in-state only) 20 days W-4 elements; Optional: phone (up to 3), Yes No After warnings,
(801) 526-4361 (phone) date of birth, date of hire mail, fax, magnetic $25/employer
(801) 526-4391 (fax) tape, cartridge tape, $500/collusion
Website: http://newhire.dws.state.ut.us diskette, website
Enforced
Vermont
(800) 786-3214 (child support) 20 days W-4 elements mail, fax, magnetic Yes No None
(802) 828-4286 (fax) tape, cartridge
Website: tape, diskette,
//www.det.state.vt.us/empsvc/empsvc.htm website, EFT
EFT: //www.det.state.vt.us
Virgin Islands
(340) 776-3700, ext. 2038 (phone) 20 days W-4 elements, date of mail, fax, e-mail, No No
(340) 774-5908 (fax) birth, date of hire, diskette
E-mail: [email protected] state of hire; Optional:
Website coming employer's unemployment
insurance ID number
Virginia
(800) 979-9014 (phone) 20 days W-4 elements; Optional: mail, fax, magnetic Yes No None
(804) 771-9733 (phone) date of birth, date of hire, tape, cartridge tape,
(800) 688-2680 (fax) state of hire, employer's diskette, website
(804) 771-9709 (fax) VEC number, contact, modem, FTP
Website: //www.va-newhire.com phone
modem: (804) 771-9768
FTP: //www.va-newhire.com
Washington
(800) 562-0479 (phone-new hire) 20 days W-4 elements, phone, mail, fax, Yes No $25/employee
(800) 591-2760 (phone-empl. ombudsman) date of birth magnetic tape, $500/collusion
(360) 586-4357 (technical support) cartridge tape,
(800) 782-0624 (fax) diskette, website Not enforced
Website: //www.wa.gov/dshs/newhire/
West Virginia
(877) 625-4669 (phone-new hire) 14 days W-4 elements; Optional: phone, mail, fax, Yes No $25/employee
(304) 346-9513 (phone) date of birth, date of hire diskette, website $500/collusion
(877) 625-4675 (toll-free fax)
(304) 346-9518 (fax) Not enforced
Website: www/wv-newhire.com
Wisconsin
(888) 300-4473 (phone) 20 days W-4 elements, date phone, mail, Yes No None
(800) 277-8075 (fax) of birth, date of hire, fax, magnetic
Web site: state of hire tape, cartridge
http://www.dwd.state.wi.us/uinh tape, diskette,
website, EDI
Wyoming
(800) 970-9258 (phone) 20 days W-4 elements; mail, fax, magnetic Yes No None
(307) 638-1675 (phone) Optional: date of birth, tape, cartridge tape,
(800) 921-9651 (fax) date of hire, employer diskette (pre-formatted
(307) 638-1686 (fax) contact and phone upon request),
Website: wy-newhire.com number website, FTP
* Definition of a "contractor" in Iowa:
Who is 18 years of age or older;
Who performs labor in IA and to whom a payor of income makes payments which are not
subject to income withholding for child support;
For whom the payor of income is required by the IRS to file a 1099 MISC form; and
Who is a natural, individual person, NOT a corporation, government, business trust, estate,
partnership, or other legal entity, however organized.