Rhode Island New Hire Reporting Directory

Purpose

New Hire Reporting helps individuals who pay child support by wage withholding stay current with their child support payments so their children receive support on time.

New Hire Reporting serves another important purpose. Information provided by employers is used to combat fraud in the Public Assistence cases, Unemployment Compensation, Food Stamp, and Emergency Assistance programs, saving taxpayers millions of dollars annually.

How it works

Rhode Island compiles New Hire information provided by employers on a computer file. Rhode Island regularly compares this file to the CSE database of individuals who are required to pay child support. If a “match” occurs, the state sends a notice to the child support obligor's employer, notifying the employer to withhold child support and remit the funds to CSE.

Rhode Island could compare the New Hire file to databases of recipients of various public assistance benefits, including TANF, Food Stamps and Unemployment Compensation. Match information is used by the Public Assistance Departments and Unemployment Compensation to verify eligibility for these programs. This process has saved taxpayers millions of dollars a year by reducing fraud.

Who reports

 All employers with business operations in a state are required to send New Hire reports to that states designated reporting body.

 Some payroll processing services automatically report newly-hired employees. If you use a payroll processing service, ask if they send reports on behalf of your organization.

Who must be reported

 All newly-hired employees who live or work in a state must be reported. If you are unsure whether an individual is an “employee,” consult U.S. Treasury regulation § 31.3401(c)-1. (Note: State and federal law require employers to withhold child support on behalf of an individual whether or not he or she is considered to be an employee.)

 Employees who are returning to the payroll after a lapse in pay of thirty calendar days or more must also be reported.

When to send reports

 For the state of Rhode Island, an employer must send a report within fourteen days of the employee's first day on the job.

 When there has been a lapse in pay of thirty calendar days or more, an employer must send a report within fourteen days of the employee's first day back to work.

What to report

Required Information

 The employer's Federal Employer Identification Number (FEIN), name and address;

 The employee's name, Social Security number, and address; and

 Indicate whether the employee is eligible for Medical Insurance (Yes or No). If Yes, indicate the date the employee would be eligible for Medical Insurance.

 Optional Information

 Employee date of birth;

 Employee state of hire; and

  The date that the employee started working or was reinstated.

Reporting Formats

.Internet: Rhode Island Introduces New Hire reports may be sent over the internet. Internet offers many benefits to using the web, including reduced reporting time (one minute per report) and confirmation of receipt. For more information, or to obtain access to our secure WEB site, visit our web site at www.RInewhire.com or contact Rhode Island at 1-888-870-6461, or mail reports to P.O. Box 540220, Omaha NE 68154

 Magnetic tapes: This is another method for reporting a large number of employees. Tape layouts must be established for this method.

 Paper lists: This method can be used for reporting several employees at once. Fax or mail a list, using the following format (PLEASE SEND TYPEWRITTEN LISTS ONLY):

XYZ Co.

24 Oak Street

Anywhere, USA 00000

Federal Employer Identification Number: 000010101

 Fax W-4 forms: This method can be used to report individual employees. After the employee completes his or her information (lines 1-7), add the employer's name and address (line 8) and FEIN (line 10). You may obtain copies of W-4 forms, by calling the US Internal Revenue Service at (800) 829-3676, or visit the IRS's World Wide Web site at www.irs.ustreas.gov.

Multistate Employers

 Beginning October 1, 1997, employers that have employees in two or more states and report by magnetic or electronic means may send all of their New Hire reports to one state's Directory of New Hires. Rhode Island encourages all employers to use our internet solution for Multistate reporting. We have developed a secure file transfer feature that eliminates the need for both parties to process magnetic tapes, cartridges and diskettes. Visit our Internet Employer Registration web page at www.RInewhire.com to request access to our secure new hire reporting site.

 Employers taking advantage of this option must notify the federal government in writing as to which state's Directory of New Hires it designates. If you are a multistate employer and you elect to send New Hire reports to Rhode Island, Rhode Island will facilitate notification to the federal government, upon request.

Questions

 Please direct any questions regarding New Hire Reporting to our WEB e-mail address at

contact@RInewhire.com