The Minnesota New Hire Reporting Form is a document mandated by Minnesota Statute 256.998, requiring employers to report all newly hired, rehired, or returning employees within 20 days of their hire date. This requirement applies to both public and private employers in the state. To ensure compliance and accuracy, employers should complete the form and submit it to the Minnesota New Hire Reporting Center.
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The Minnesota New Hire Reporting Form is an essential document for employers in Minnesota. It ensures that newly hired employees are reported to the state within the required timeframe. Alongside this form, there are several other documents that employers may need to complete or reference. Here is a list of some commonly used forms and documents.
These documents work together with the Minnesota New Hire Reporting Form to help employers manage their workforce effectively. Completing all necessary forms accurately and on time is crucial for compliance and smooth operations.
What is the Minnesota New Hire Reporting form?
The Minnesota New Hire Reporting form is a document that employers in Minnesota must complete to report all newly hired, rehired, or returning employees to the state. This requirement is mandated by Minnesota Statute 256.998 and aims to assist in child support enforcement and other state programs.
Who is required to submit the New Hire Reporting form?
All employers in Minnesota, both public and private, must submit the New Hire Reporting form. This includes any business or organization that hires employees, regardless of size or industry. It is crucial for compliance with state law.
When must the New Hire Reporting form be submitted?
The form must be submitted within 20 days of the employee’s hire or rehire date. Timely reporting is essential to ensure that the information is processed correctly and efficiently.
What information is required on the form?
The form requires specific information about both the employer and the employee. For the employer, details such as the Federal Employer ID Number (FEIN), name, address, and contact information are necessary. For the employee, information including their Social Security Number, name, address, hire date, and optionally, their date of birth is required.
What happens if the form is not submitted?
Failure to submit the New Hire Reporting form can lead to penalties for the employer. Additionally, it may hinder the state’s ability to enforce child support orders and other programs that rely on accurate employment data.
Can the New Hire Reporting form be submitted online?
Yes, employers can report new hires online. Detailed information about online reporting options is available on the Minnesota New Hire website at www.mn-newhire.com. This can streamline the reporting process and ensure timely submission.
What should I do if I have questions about the form?
If you have questions regarding the New Hire Reporting form or the reporting process, you can contact the Minnesota New Hire Reporting Center. They can be reached at (651) 227-4661 or toll-free at (800) 672-4473 for assistance.
How should the form be completed to ensure accuracy?
To ensure the highest level of accuracy, it is recommended to print neatly in capital letters and avoid contact with the edges of the boxes on the form. This helps to prevent any errors during processing.
Where should the completed form be sent?
Completed forms should be sent to the Minnesota New Hire Reporting Center at the following address: PO Box 64212, St. Paul, MN 55164-0212. Alternatively, employers can use the toll-free fax number (800) 692-4473 to submit the form.
What if the required information is missing from the form?
Reports will not be processed if required information is missing. It is essential to ensure that all necessary details are included before submission to avoid delays in processing.
Completing the Minnesota New Hire Reporting form can be straightforward, but several common mistakes may lead to delays or issues. One frequent error is failing to provide the Federal Employer ID Number (FEIN). This number is essential, as it ensures that the reported employee’s wages are accurately matched with the employer’s records. Omitting this information can result in the form being rejected.
Another mistake involves incorrect or incomplete employee information. For instance, not filling in the Employee Social Security Number (SSN) can prevent processing. Additionally, if the employee's name is not spelled correctly or if the address is incomplete, it may cause complications in future communications or tax filings.
Some individuals neglect to check the box for independent contractors when applicable. This oversight can lead to misunderstandings regarding the employee's classification and tax obligations. Ensuring that this box is checked when relevant is crucial for compliance with reporting requirements.
Many people also fail to provide accurate dates. The Date of Hire must be entered in the correct format (mm/dd/yyyy). Errors in this section can lead to confusion about when the employee officially began working, which could affect benefits and payroll processing.
Another common issue is the use of lowercase letters or improper formatting. The instructions specify that information should be printed neatly in capital letters. If this guideline is not followed, it may result in legibility issues that complicate the processing of the form.
Additionally, some submitters overlook the requirement to send the completed form to the correct address. Sending it to the wrong location can delay processing significantly. It is important to verify that the form is sent to the Minnesota New Hire Reporting Center at the specified PO Box.
Lastly, individuals often fail to include a contact number or email for follow-up questions. Providing this information can facilitate communication and help resolve any issues that may arise during the processing of the form. Including a phone number or email ensures that the reporting center can reach out if further clarification is needed.
The Minnesota New Hire Reporting Form shares similarities with the W-4 form, which is used by employees to indicate their tax withholding preferences. Both forms require specific information about the employee, such as their name, address, and Social Security Number. Just as the New Hire Reporting Form must be submitted within a set timeframe to comply with state regulations, the W-4 must be filled out and submitted to an employer promptly to ensure accurate tax deductions from an employee’s paycheck. Both documents play a crucial role in the employment process, ensuring that the necessary information is collected for tax and reporting purposes.
In addition to the various employment forms, it is important for business owners in Ohio to familiarize themselves with legal documents such as the Articles of Incorporation. This form is essential for establishing a corporation and must include key information like the corporation's name, purpose, and structure. For those looking to navigate this process efficiently, resources like Ohio PDF Forms can provide valuable assistance in completing the necessary documentation.
Another document akin to the Minnesota New Hire Reporting Form is the I-9 form, which verifies an employee's eligibility to work in the United States. Similar to the New Hire Reporting Form, the I-9 requires personal information, including the employee's name and Social Security Number. Employers must complete the I-9 within three days of an employee’s start date, paralleling the 20-day requirement for the New Hire Reporting Form. Both documents are essential for compliance with federal and state regulations, ensuring that employers maintain accurate records of their workforce.
The Employee Benefits Enrollment Form is also comparable to the Minnesota New Hire Reporting Form. This document is used by new employees to select their benefits options, such as health insurance and retirement plans. Like the New Hire Reporting Form, it collects vital information about the employee, including their personal details and sometimes their Social Security Number. Both forms are typically completed during the onboarding process, helping employers gather necessary information to support their employees effectively from day one.
Lastly, the Direct Deposit Authorization Form shares similarities with the Minnesota New Hire Reporting Form in that it gathers essential information to facilitate the payment process. This form requires employees to provide their bank account details, including the account number and routing number, alongside their personal information. Both forms are critical for ensuring that employees receive their wages accurately and on time. Just as the New Hire Reporting Form must be submitted to comply with state law, the Direct Deposit Authorization Form helps employers streamline their payroll processes, making it easier for employees to receive their earnings directly into their bank accounts.
Minnesota New Hire Reporting Form
Effective July 1, 1996 Minnesota Statute 256.998 requires all Minnesota Employers, both public and private, to report all newly hired, rehired, or returning to work employees to the State of Minnesota within 20 days of hire or rehire date.
Information about new hire reporting and online reporting is available on our web site: www.mn-newhire.com
Send completed forms to:
Minnesota New Hire Reporting Center PO Box 64212
St. Paul, MN 55164-0212 Toll-free fax: (800) 692-4473
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 Orders should be sent).
Employer City:
Employer State:
Zip Code (5 digit):
Employer Phone:
Extension:
Employer Fax:
Email:
EMPLOYEE INFORMATION
Employee Social Security Number (SSN):
Check this box if this is an
Independent Contractor (1099)
Employee First Name:
Middle Initial:
Employee Last Name:
Employee Address:
Employee City:
Employee State:
Date of Hire (mm/dd/yyyy):
Date of Birth (mm/dd/yyyy): (optional)
Employee State of Hire
REPORTS WILL NOT BE PROCESSED IF REQUIRED INFORMATION IS MISSING
Questions? Call us at (651) 227-4661 or toll-free (800) 672-4473
Rev (04/12)
The Minnesota New Hire Reporting form is essential for employers in the state. Below are key takeaways regarding its completion and use:
Understanding these key points can facilitate compliance with Minnesota's new hire reporting requirements.