When must I begin reporting? Mandatory reporting began for all employers on October 1, 1998. What is a “New Hire”?A “New Hire” is defined as any employee who is required to fill out a W-4 form. Any returning employee who has been absent for more than 45 days is also considered a “New Hire” for the purpose of the State of Oregon Employer New Hire Reporting Program. What information am I required to report and how do I report it?Each new hire report must contain the six data elements found on the W-4 form:
How long do I have to submit my New Hire Employer report?Reports must be submitted no later than 20 days after the date the employer hires or rehires an employee. 'Date of hire' is considered to be the day the employer hires an individual. If an employer elects to transmit tapes magnetically or electronically, reports must be transmitted each month, 12 to 16 business days apart. I have employees in several states including Oregon. Do I have to submit separate reports to each state?Employers have the option of either reporting to the state where the employees are working or selecting one state to report all new hires. Employers who choose to report to one state regardless of where newly hired employees are actually working should contact the Employer New Hire Reporting Program in that state for additional information. Where do I submit my New Hire Employer Reports?The mailing address for the Oregon Employer New Hire Reporting Program is: Department of Justice Reports may be faxed to the following numbers: In the Salem Area: (503) 378-2863 or (503) 378-2864 To arrange for diskette or magnetic cartridge format or if you need to contact the Employer New Hire Reporting Program, please call (503) 378-2868 or send an email to: emplnewhire.help@doj.state.or.us
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