How OnTheClock Supports New Hire Reporting
Streamline new hire reporting with OnTheClock to ensure compliance and reduce administrative burdens.
Overview
New hire reporting is a federal and state-mandated requirement designed to support a range of public programs—from child support enforcement to unemployment and public assistance.
For companies, especially those operating in multiple states, keeping up with these reporting requirements can be complex. OnTheClock manages this process directly, helping companies remain compliant without taking on the administrative overhead themselves.
What is new hire reporting?
New hire reporting requires employers to report information about:
- New employees
- Rehired employees after a separation of 60 days or more
This data helps government agencies track employment and wage activity across programs such as:
- Child support enforcement
- Workers' compensation
- Unemployment benefits
- State-run public assistance programs
Required data includes:
- Employee name, address, Social Security number, and start date
- Employer name, address, and EIN
- Any state-specific fields
Employers must submit this data within 20 days of an employee’s start date (or more frequently when filing electronically). Multi-state employers can elect to report to a single state but must file a written notification with the U.S. Department of Health and Human Services (HHS), identifying:
- The designated state
- All states of operation
- The EINs included in reporting
How OnTheClock supports new hire reporting
OnTheClock handles new hire reporting automatically for eligible employees, helping partners stay compliant without taking on the manual overhead.
Key capabilities
- Compliance management
OnTheClock reports new hires and qualifying rehires within the required state timelines—including stricter rules like Georgia’s 10-day deadline.
- Flexible submission methods
OnTheClock supports electronic, bulk, and fax submissions based on each state’s guidelines.
- Weekly reporting
Reports are generated every Monday, covering hires from the previous week. This cadence helps ensure reporting deadlines are met consistently.
- Multi-state support
If a company elects to report to a single state, OnTheClock supports this option while adhering to that state's technical requirements and regulatory obligations.
By managing this process, OnTheClock reduces the risk of compliance errors and allows companies to focus on their core operations.
FAQs
Will OnTheClock report rehired employees?
Yes—if the employee was separated for 60 days or more, OnTheClock will automatically report them as a rehire.
Will OnTheClock report contractors?
No. OnTheClock does not automatically report newly hired or rehired contractors. Reporting contractors is the responsibility of the company, and requirements vary by state.