As an employer, you have 3 basic sets of responsibilities when it comes to handling your onboarding documents:
- You need to gather critical information from the new hire for internal company use and to send to your third party vendors
- You have to distribute necessary policy and legal notices to the new hire and obtain acknowledgements
- You must collect data and pass it on to the correct government entities to meet various reporting requirements
Step #3 has the potential to be the most trouble (and can get you in big trouble if you don’t get it right). Being able to streamline the process of getting all the documents to the right federal or state agencies is a big relief.
As you know, I’m a big believer in not making things more complicated than they have to be. That’s why I spend so much time talking about our Universal Onboarding solution that eliminates errors & omissions and automates distribution of electronic documents! Today, I’m going to give you some bonus tips that may help you simplify your new hire reporting.
Choose the Easiest Option
Many states (such as Missouri) will allow you to turn in a W4 form as notification for child support collection purposes. This can cut down on the total number of document templates you manage in your onboarding system. For states that require information not included on a W4 (such as the employee’s DOB), rely on our up-to-date forms library to provide what you need.
If you have multiple business locations, reporting new hires in many different states can get confusing. The OCSE wants to make things easier for you (imagine that!) All you have to do is pick one state where you maintain a workforce and report all your freshly hired employees to their CSE agency. You do need to enroll with the ACF first. If you choose this reporting option, you are required to file all your new hire data electronically.
For a list of these and all the features of our Universal Onboarding system, click here.