Let me tell you, the labor laws surrounding the new hiring of your employees and their reporting are relatively flexible. They give you a set amount of time to report new hires by paper, and they give you a window of time to report them if you are doing so by electronic means. They also allow you to pick your format—paper, W-4 form, your own form, electronic—as well as your delivery method—mail, fax, e-mail, Internet, magnetic tape.
But whatever way you choose to participate and follow the labor law for reporting new hires, you should attempt to get your information straight. In the labor law for reporting new hires, getting your information incorrect can get you flagged the same as somebody who doesn’t send in their information at all.
According to officials in the state of New Hampshire, some of the most common mistakes that can provoke this flagging include: not putting the right state ID number on the form that you send in. Not including the correct federal employer number on the form is also a biggie mistake.
Some other common mistakes according to the officials at the New Hampshire Employment Security Department include that the employer’s address on the form is not complete. You could also count in the employee’s social security number as a big issue with inaccuracies. Sometimes an employee’s social security number can simply get cut off in the faxed over transmission, or the number could be left off the form completely.
The state will also not accept a new hire reporting form if the address provided for the employee is a PO Box, instead of an actual address on a street. The New Hampshire officials will also consider as incorrect any form that has poor handwriting on it, or if the copies faxed over to them are unreadable.