Hired an Employee: Need to Know

New Hire Reporting

IC 22-4-10-8 and the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C.653a , require all employers who employ persons within the state of Indiana to electronically report all newly hired or rehired employees to the state directory within 20 days of the hire or rehire date.

*To report new hires, please go to https://in-newhire.com/ *

Failure to report new hires could result in a fine of $25 per employee not reported, or up to $500 if it is discovered the failure to report was part of a conspiracy between the employer and employee.

Why is new hire reporting important?

Reporting new hires helps protect the organization, and other employers, against fraudulent unemployment claims

How to report new hires

Indiana New Hire Reporting Center requires reports of newly hired and rehired employees to be reported electronically.

Gather information Needed information includes the employee’s: Name Mailing address Social Security Number (SSN) Date of hire Date of birth Eligibility for medical insurance Current job title Primary standardized occupational classification code Starting compensation Rate of pay (annually, hourly, other) Create the report Visit www.in-newhire.com. Instructions will guide the organization through the process. Submit the report The organization can submit reports via any method discussed on the new hire website (listed above.) The organization’s payroll service can also report new hires. (It is the organization’s responsibility to make sure the payroll service completes this process.) Employers are also required to provide these new data elements on all reports of newly hired or rehired employees: Employee’s current job title Employee’s primary standardized occupational classification code Employee’s starting compensation Employee’s rate of pay (annually, hourly, other)

Required Posters

All employers must prominently display the Unemployment Insurance informational poster available from DWD. Download the poster here .

Posters should be posted in accessible locations so that every employee can view the information. When asked, the organization must give employees information about all UI rights and benefits under the law. This means that employers are not allowed to interfere with the worker’s right to file an unemployment claim. For example, an employer cannot tell employees that they cannot file a claim if they quit or are fired.

Workers have the right to file the claim. Workers have covered employment if the employer has unemployment liability. DWD adjudication staff will determine if the worker qualifies for unemployment based on the separation, base period   wages, and other factors.

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