New hire reporting is a requirement that is easy to overlook when you are constantly onboarding new employees. After all, it’s not like an I9 that has to be completed in the first 3 days. With new hire reporting, you may have up to 20 days to send information to the state child support enforcement office. A lot can happen in that period of time that may cause this responsibility to slip your mind. To explore the consequences of late reporting, visit my article on “The Hidden Costs Of Non-Compliance In Hiring”.
General & Administrative Costs of Reporting
Of course, even if you do file on time you are still putting in labor hours and spending money on consumables. The Ohio new hire reporting information page points out that filing electronically offers several benefits.
- Saves paper (or CDs)
- Shortens processing time
- Eliminates postage costs
- Makes errors less common
- Reduces rejection for illegible or missing information
How Does E-Reporting Work?
Some states offer multiple ways for you to report new hires electronically. For example, they may have an online form available for you to fill out. This approach is secure and convenient, but HR still has to spend time on data entry.
The other method involves exporting information directly from your HRMS database. For an example of the type of export file formatting required to create your own new hire reporting program, check out this link. If just looking at that list of steps makes you queasy, you aren’t alone. Most HR employees don’t have the IT background to make that process as simple as it should be.
Fortunately, with Universal Onboarding you don’t have to handle this on your own. We can automate new hire reporting as part of our Software as a Service solution. Because the new employee’s information is collected with all state and federal W4 rules enforced, errors and omissions in the data are eliminated.
Additional Benefit of Rules-Based Back End Integration
According to federal law, “An employer reporting electronically or by magnetic medium must submit two transmissions each month (if necessary, based on the volume of hiring) not fewer than 12 days nor more than 16 days apart.” Electronic reporting can be scheduled as part of your regular business workflow so you never miss a deadline.