Ohio PDF Forms
Homepage >> Fill a Valid Ohio New Hire Reporting Form
Article Guide

Different PDF Templates

Vehicle Registration Ohio - The Ohio BMV plays a crucial role in ensuring public safety on the roads through these regulations.

Ohio Label Registration - The 'Type of Application' section must be filled out correctly.

Vender License Ohio - Include accurate contact numbers to facilitate any necessary follow-up by the department.

Preview - Ohio New Hire Reporting Form

Ohio Department of Job and Family Services

OHIO NEW HIRE REPORTING

Ohio Revised Code sections 3121.89 to 3121.8910 require all Ohio employers, both public and private, to report all contractors and newly hired employees to the state of Ohio within 20 days of the contract or hire date. Information about new hire reporting and online reporting is available on our website: www.oh-newhire.com

Send completed forms to: Ohio New Hire Reporting Center P.O. Box 15309

Columbus, OH 43215-0309

Fax: (614) 221-7088 or Toll-Free Fax: (888) 872-1611

To ensure the highest level of accuracy, please print neatly in capital letters and avoid contact with the edges of the boxes. The following will serve as an example:

 

A

 

B

 

C

 

1

 

2

 

3

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EMPLOYER INFORMATION

Federal Employer ID Number (FEIN) (Please use the same FEIN as the listed employee's quarterly wages will be reported under)

Employer Name

Employer Address (Please indicate the address where the Income Withholding Order should be sent)

Employer City

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer State

Employer Zip Code

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer Phone (Optional)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Extension

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer Fax (Optional)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer E-mail

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EMPLOYEE OR CONTRACTOR INFORMATION

 

 

 

 

 

 

 

 

 

 

Social Security Number (SSN)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

-

 

 

 

 

 

 

-

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(Check here if using FEIN for the Contractor)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

First Name

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Middle Initial

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Last Name

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Address

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

City

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

State

ZIP Code

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date of Hire

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date of Birth

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Is this a Contractor?

Yes

 

 

 

 

 

 

No

 

 

 

 

 

 

 

 

 

 

Date payments will begin for Contractor

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Length of time the Contractor will be performing services

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

months

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

REPORTS WILL NOT BE PROCESSED IF REQUIRED INFORMATION IS MISSING

If you have questions call us at (614) 221-5330 or toll-free (888) 872-1490

JFS 07048 (Rev. 2/2021)

Document Properties

Fact Name Details
Reporting Requirement All Ohio employers must report newly hired employees and contractors to the state within 20 days of the hire or contract date.
Governing Law This requirement is governed by Ohio Revised Code sections 3121.89 to 3121.8910.
Submission Methods Completed forms can be sent via mail to the Ohio New Hire Reporting Center or faxed to (614) 221-7088 or toll-free at (888) 872-1611.
Accuracy Requirement To ensure accuracy, employers must print neatly in capital letters and avoid touching the edges of the boxes on the form.
Contact Information For questions, employers can call (614) 221-5330 or toll-free at (888) 872-1490.

Documents used along the form

The Ohio New Hire Reporting form is an essential document for employers in Ohio, ensuring compliance with state regulations regarding the reporting of newly hired employees and contractors. Along with this form, several other documents are often utilized to streamline the hiring process and maintain accurate records. Below is a list of related forms and documents that can be beneficial for employers.

  • W-4 Form: This form is used by employees to indicate their tax situation to their employer. It helps determine the amount of federal income tax to withhold from their paycheck.
  • I-9 Form: The I-9 form verifies an employee's identity and eligibility to work in the United States. Employers must complete this form for each new hire.
  • State Tax Withholding Form: Similar to the W-4, this form is specific to state tax withholding. Employees fill it out to inform their employer about state income tax deductions.
  • Direct Deposit Authorization Form: This document allows employees to authorize their employer to deposit their paychecks directly into their bank accounts, ensuring timely and secure payments.
  • Employee Handbook Acknowledgment: This form confirms that an employee has received and understands the company’s policies and procedures outlined in the employee handbook.
  • Non-Disclosure Agreement (NDA): An NDA protects sensitive company information by requiring employees to keep certain information confidential. This is especially important in industries where proprietary information is involved.
  • Contractor Agreement: For independent contractors, this agreement outlines the terms of the working relationship, including payment, duration of work, and responsibilities.

Utilizing these forms and documents alongside the Ohio New Hire Reporting form can help ensure compliance with state and federal regulations, streamline the hiring process, and protect both the employer and employee's interests. Keeping accurate records and following the necessary procedures can contribute to a smooth onboarding experience.

Guidelines on Filling in Ohio New Hire Reporting

Filling out the Ohio New Hire Reporting form is an important step for employers in Ohio. Once you complete the form, you will need to submit it to the Ohio New Hire Reporting Center within 20 days of hiring or contracting an employee. Below are the steps to ensure you fill out the form correctly.

  1. Gather necessary information: Collect the employer's Federal Employer ID Number (FEIN), name, address, and optional contact details. Also, have the employee or contractor's Social Security Number (SSN), name, address, date of hire, date of birth, and contractor status ready.
  2. Fill in employer information: Start by entering the FEIN, employer name, and address. Make sure to provide the city, state, and zip code. If desired, include the employer's phone number, fax number, and email address.
  3. Complete employee or contractor information: Enter the employee or contractor’s SSN. If using the FEIN for a contractor, check the appropriate box. Fill in the first name, middle initial, and last name, followed by their address, city, state, and zip code.
  4. Provide additional details: Record the date of hire and date of birth. Indicate whether the individual is a contractor by selecting 'Yes' or 'No.' If applicable, enter the date payments will begin for the contractor and the length of time they will be performing services.
  5. Review for accuracy: Before submitting, double-check that all required information is filled out correctly. Ensure that you have printed neatly in capital letters and avoided contact with the edges of the boxes.
  6. Submit the form: Send the completed form to the Ohio New Hire Reporting Center via mail or fax. The mailing address is P.O. Box 15309, Columbus, OH 43215-0309. The fax number is (614) 221-7088 or toll-free (888) 872-1611.

Once submitted, the Ohio New Hire Reporting Center will process the information. If you have any questions during the process, don't hesitate to reach out to the provided contact numbers for assistance.

Common mistakes

Filling out the Ohio New Hire Reporting form is a crucial step for employers, but many make common mistakes that can lead to delays or complications. One frequent error is failing to report new hires within the required 20-day window. Employers must ensure that they submit the form promptly after hiring to comply with state regulations.

Another common mistake is not using the correct Federal Employer ID Number (FEIN). This number must match the one used for reporting the employee's quarterly wages. Confusion or errors in this number can cause significant issues down the line, so double-checking it is essential.

Many people overlook the importance of providing complete employer information. Missing details such as the employer's name, address, or phone number can result in processing delays. It's vital to ensure that all sections are filled out accurately and completely.

When it comes to employee information, another mistake involves incorrectly entering the Social Security Number (SSN). An incorrect SSN can lead to problems with tax reporting and benefits. Therefore, it’s important to verify that this number is accurate before submission.

Some employers mistakenly check the box indicating that they are using the FEIN for contractors without actually providing the FEIN. This can lead to confusion and may result in the form being rejected. Always ensure that the appropriate boxes are checked based on the information provided.

Another frequent oversight is neglecting to indicate whether the new hire is a contractor. This distinction is crucial for proper classification and reporting. If this information is missing, it can complicate the processing of the form.

Employers sometimes forget to include the date of hire and the date of birth for the employee or contractor. These dates are essential for record-keeping and compliance, so they should never be overlooked.

In addition, some people fail to follow the instruction to print neatly in capital letters. Illegible handwriting can lead to misunderstandings and errors in processing. Taking the time to write clearly can save a lot of trouble later.

Lastly, not sending the completed form to the correct address is a common mistake. It’s crucial to ensure that the form is sent to the Ohio New Hire Reporting Center, as specified, to avoid any processing delays.

By being mindful of these common mistakes, employers can ensure a smoother reporting process and remain compliant with Ohio's new hire regulations.

FAQ

  1. What is the purpose of the Ohio New Hire Reporting form?

    The Ohio New Hire Reporting form is designed to ensure that all newly hired employees and contractors are reported to the state of Ohio. This requirement, outlined in Ohio Revised Code sections 3121.89 to 3121.8910, aims to assist in the enforcement of child support orders and to prevent fraud in public assistance programs. Employers must report this information within 20 days of the hire or contract date.

  2. Who is required to submit the New Hire Reporting form?

    All employers in Ohio, whether public or private, are obligated to submit the New Hire Reporting form. This includes businesses of all sizes and types. If you hire employees or engage contractors, you must report their information to the state.

  3. What information is needed to complete the form?

    To accurately complete the Ohio New Hire Reporting form, you will need to provide several key pieces of information:

    • Federal Employer ID Number (FEIN)
    • Employer name and address
    • Employee or contractor's Social Security Number (SSN)
    • First name, middle initial, and last name of the employee or contractor
    • Address, city, state, and ZIP code of the employee or contractor
    • Date of hire or contract
    • Date of birth
    • Whether the individual is a contractor
    • Start date for contractor payments and the length of time the contractor will be performing services
  4. How should I submit the completed form?

    You can submit the completed Ohio New Hire Reporting form in several ways. You may send it by mail to the Ohio New Hire Reporting Center at P.O. Box 15309, Columbus, OH 43215-0309. Alternatively, you can fax it to (614) 221-7088 or use the toll-free fax number (888) 872-1611. It is important to ensure that all required information is included, as reports will not be processed if any information is missing.

  5. What happens if I fail to report new hires?

    Failure to report new hires can lead to penalties and fines for employers. Additionally, not reporting can affect the enforcement of child support orders and may hinder efforts to prevent fraud in public assistance programs. It is crucial for employers to comply with the reporting requirements to avoid these consequences.

  6. Where can I find more information about new hire reporting?

    For more details about the Ohio New Hire Reporting process, you can visit the official website at www.oh-newhire.com. This site provides comprehensive information about the reporting process, online reporting options, and additional resources for employers.