Please Explain The New Hire Reporting Program?

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Please Explain The New Hire Reporting Program?

All employers must report newly hired employees within 20 calendar days of their hire date, or twice monthly if reporting magnetically or electronically. The purpose of new hire reporting is to ensure accurate and prompt determination of child support obligations so that all children will receive the financial support they are entitled. The information also will be used to reduce fraud and abuse of unemployment insurance, food stamps, temporary assistance and Medicaid.

Employers must also provide the following minimal information:

name, address and social security number of the newly hired individual,
the name, address, and federal employer identification number of the hiring employer.

Employers are also asked to report:

the address to which the employer wants income withholding orders to be mailed (if different from the FEIN address), and
the date of hire (the date of hire, defined as the first day of work, will be used by IDES to identify who may be receiving UI benefits improperly).

Employers have the options of submitting information via:

the New Hire Reporting form provided by the Illinois Department of Employment Security;
copies of the employee's W4 form, with all information completed legibly, including the employer information;
a separate listing of new employees, with the required data; or
electronic or magnetic submission of data, reported twice monthly

Reports may be sent via first class mail, faxed, or emailed to the IDES:

Illinois New Hire Directory
P.O. Box 19473
Springfield, IL 627949473

PHONE: 1800327HIRE (4473)

FAX: 12175571947

For information on the file format for reporting via magnetic tape, cartridge or diskette, see magnetic filing or call (312)7939856.

Other Illinois Labor and Employment FAQs

Q: Why Do Employers Play A Big Role In The Collection Of Child Support?
A: Welfare Reform has Identified jobs and child support as the keys to Increased selfsufficiency. The law includes strict work requirements for custodial parents … More
Q: When Does The State Send Out Income Withholding Notices?
A: The state Initiates a notice to the employer within 215 days of learning about a noncustodial parent`s employment, depending on the source of the information.
Q: What Does The Employer Receive?
A: The Illinois Department of Public Aid sends the federal form, Notice to Withhold Income for Child Support (DPA 3683), with the Illinois employer packet, which includes … More
Q: Does The Notice To Withhold Always Come From The Illinois Department Of Public Aid?
A: No. The law allows every state to serve outside their state, and the notice may also come from a private attorney or a custodial parent.
Q: Will The Employer Packets Vary?
A: Yes. Although the notice will be the same because it was standardized federally to make it easily recognizable, each state has different forms that will accompany the … More
Q: The Notice From Another State References That State's Laws, Instead Of Illinois Laws, Which Do I Follow?
A: Follow the laws of the state in which the employee works.
Q: How Does An Employer Know When And How Much To Withhold?
A: Withholding must begin no later than the first pay period occurring within 14 working days after the date the notice was mailed, faxed or personally served on the … More
Q: What Does An Employer Send With The Withheld Check Or Money Order?
A: The employee`s name and Social Security number and the custodial parent`s name, IVD number and order number, which all appear in the upper right corner of the … More
Q: Does An Employer Have To Withhold At The Frequency On The Notice?
A: Employers do not have to vary their pay cycles to comply with the ordered frequency. The notice provides the total to be withheld and the corresponding amounts for … More
Q: How Does An Employer Know When To Stop Withholding?
A: Employers stop withholding current support on the first pay date after the termination date that appears on the notice. Withholding of arrearage or delinquency must … More