New Hire Reporting In Florida
Starting October 1, 1998, all employers in the country, regardless of size must provide information on newly hired or rehired employees to a designated state agency. In Florida, employers will send information to Florida New Hire under the Department of Revenue.
Why do we need this law?
One of Child Support Enforcement's most difficult tasks is locating noncustodial parents. Prompt reporting of New Hires helps to locate parents who owe child support and to start collections quickly through income deduction. This increases money available to children and reduces the need for public assistance to support them.
What does the New Hire law require?
Starting October 1, 1998, federal and state law requires all employers to report their new and rehired employees to the State Directory of New Hires. In Florida, this Directory is operated by the Department of Revenue Child Support Enforcement program.
Who needs to report?
All Florida employers must report. This includes private business, non-profit organizations, hiring halls, labor groups and governmental entities.
Is anyone exempt from this law?
Only federal and state law enforcement operatives are exempt when they are involved in intelligence and counter-intelligence operations. The agency head may determine that reporting could endanger an individual's safety or compromise an ongoing investigation.
Who do I report?
Employers must report all new and rehired employees required to fill out a W-4 form. This includes full time, part time, temporary, seasonal and student workers.
When must I report?
You must report within 20 days of the hire date.
What information must I report?
Beginning October 1, 1998, a New Hire report must include:
The employee's name, address and social security number and date of hire. Date of birth (if available).
The employer's legal name, mailing address, Federal Employee Identification number. The payroll address and the Florida unemployment compensation number are optional and requested to expedite processing.
How is the information going to be used?
Child Support staff will use the information to locate noncustodial parents. The Florida Department of Labor and Employment Security may use the information to detect unemployment and workers' compensation fraud.
Where do I get the forms?
Florida New Hire forms and formats are available on http://www.fl-newhire.com or by calling:
1-850-656-3343 or toll free 1-888-854-4791
Where do I send reports?
1) You may report through thon the same web site.
2) Mail reports to:
Florida New Hire
PO Box 6500
Tallahassee, FL 32314-6500
3) Fax reports to:
1-850-656-0528 or toll free 1-888-854-4762
Who will have access to the information?
The information will be kept confidential and will be used only for purposes allowed under state and federal law. In Florida, the information will be used by the Department of Revenue Child Support Enforcement, the Department of Labor and Employment Security and the Department of Children & Families. Child Support programs in other states will also use the data.
Do I have to report all my employees the first time?
No, you only have to provide information on employees hired on or after October 1, 1998.
What if I don't hire anyone?
If you don't hire or rehire any employees you do not have to report.
What are the advantages for employers?
A primary benefit is the anticipated reduction and prevention of fraudulent unemployment and workers compensation payments. Timely receipt of New Hire information allows the State to match the data against its active unemployment claimant files. When a fraudulent claim is detected, payments may be stopped and erroneous payments recovered.
Isn't this information available through quarterly wage reporting?
Quarterly wage data is often out of date before the child support office receives the information. With New Hire reporting the data will be available in a significantly shorter period of time. This will allow for a more timely application of support and income deduction orders.
Do I have to report employees who quit after only a few days work?
Yes, you must report anyone who completes a W-4 form.
Is a P.O. Box sufficient to use as an employer address?
Yes, although a physical address is preferable.
What if I have other questions about New Hire?
Call 1-850-656-3343 or toll free 1-888-854-4791.
Can I get information from you, rather than from the government?
Yes, just e-mail or phone. See the contact button for more information.
© Copyright 1998 Raymond S. Kulzick. All rights reserved. 981001.
This publication provides business, financial planning, and/or tax information to our clients. All material is for general information only and should not be acted upon without seeking appropriate professional assistance.