Indiana New Hire Reporting: An Employer Guide

New hire reporting is mandatory for most employers in Indiana.

Follow this detailed step-by-step guide to help you navigate the process:

Step 1: Verify your reporting obligation:

• Are you an employer located in Indiana? If yes, then you are likely subject to New Hire Reporting.
• Do you have any new hires? This includes newly hired, rehired, or returning employees after 60 days of separation.

Step 2: Choose your reporting method:

• Electronic reporting: Preferred method. Submit reports online through the Indiana New Hire Reporting Center (https://www.in.gov/dwd/indiana-unemployment/employers/in-newhirecom/).
• Paper reporting: Download and complete the Indiana New Hire Reporting Form (https://www.in.gov/dwd/indiana-unemployment/employers/in-newhirecom/) and mail it to the designated address.
• Magnetic tape reporting: Only acceptable for large employers with software for tape creation.

Step 3: Gather the required information:

• Employee information:
  • Name: First, middle initial (optional), last
  • Address: Street, city, state, ZIP code
  • Social Security number
  • Date of hire
  • Date of birth (optional)
  • Health insurance availability (optional)
• Employer information:
  • Federal identification number (EIN)
  • Employer name and address
  • Contact information (phone number, email)

Step 4: Submit your report within the timeframe:

• Federal law: Reports must be submitted within 20 days of the hire date.
• Indiana requirements: Employers filing electronically have 4 working days to submit reports. Paper or magnetic tape submissions must be mailed within 20 days of the hire date.

Step 5: Additional considerations:

• Multistate employers: If you have employees in multiple states, you may need to follow different reporting rules for each state. You can choose to report all new hires electronically to one designated state or follow individual state reporting requirements.
• Penalties for non-compliance: Failure to report or late filing can result in fines ranging from $50 to $500 per hire.

Resources:

• Indiana New Hire Reporting Center: https://www.in.gov/dwd/indiana-unemployment/employers/in-newhirecom/
• FAQs about New Hire Reporting in Indiana: https://www.in.gov/dwd/indiana-unemployment/employers/in-newhirecom/
• Multistate reporting information: https://www.patriotsoftware.com/blog/payroll/multi-state-payroll/

Remember, this is a general guide and specific requirements may vary. If you have any questions or need further clarification, don’t hesitate to contact the Indiana New Hire Reporting Center.