This Summary Is Restricted to Private Employers

Indiana

New-Hire Procedures

Overview

Employers must report specific information on new hires to the Indiana Department of Workforce Development.

Coverage

Public and private employers, labor organizations and other entities for whom persons perform services in Indiana are covered by the new-hirereporting requirements if they control the payment of wages for services.

This summary is restricted to private employers.

[Note: Franchisors aren't considered to be employers or co-employers of franchisees or their employees (as defined by 16 C.F.R. §436.1), unless franchisors agree in writing to assume that role (Ind. Code §23-2-2.5-0.5).]

New-HireReporting Requirements

Employers must report newly hired employees to the Indiana Department of Workforce Development. Newly hired employees are employees who weren't previously employed by employers or who resumed such employment after a separation of at least 60 days.

New-hire reports must contain the following information:

• each employee's name, address and Social Security number;

• the date of hire, which is the date that such employee first performs services for employers or resumes such services after separating from employment for at least 60 days; and

• employers' name, address and federal employer identification number.

Multistate employers can designate and report to a single state if they notify the federal Department of Health and Human Services of the designated state and submit new-hire reports magnetically or electronically.

Filing Forms and Deadlines

Employers must submit new-hire reports by using employees' federal Form W-4 or an equivalent form. The forms can be submitted electronically, magnetically or by first-class mail or fax.

Employers must submit new-hire reports within 20 business days after employees' date of hire or through twice-monthly magnetic or electronic submissions made 12 to 16 days apart. Mailed reports are filed on time if they are postmarked on or before the due date. Electronic, magnetic and faxed reports are filed on time if they are received on or before the due date.

Administration/Enforcement

The Indiana Department of Workforce Development enforces the new-hirereporting requirements.

Penalties/Remedies

Employers that fail to comply with the new-hirereporting requirements can be fined $25. Employers that conspire with employees to evade the requirements or to file false or incomplete reports can be fined $500.

Reference Citations

Ind. Code Ann. §§22-4-10-8, 22-4.1-1-1, 22-4.1-1-3, 22-4.1-4-2

Web References

Indiana Laws:

Indiana Department of Workforce Development:

Related Information

Indiana NewHireReporting Center, P.O. Box 55097, Indianapolis, Ind. 46205; 866-879-0198; fax for transmitting report: 317-612-3028; reporting.com/IN-Newhire/default.aspx

Indiana new-hirereporting form: reporting.com/Downloads/inform.pdf

Federal multistate employer new-hire notification: U.S. Department of Health and Human Services, Office of Child Support Enforcement, Multi-State Employer Registration, Box 509, Randallstown, Md. 21133; 410-227-9470

Multistate Employer Notification Form for NewHireReporting (Optional Form) (print) or (interactive)

Federal new-hirereporting requirements: new-hire-reporting

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Created: July 2017