As with the state of Oregon, officials in the state of Pennsylvania want specific information about you and your new hires. They want you to report your new hires’ name, social security number, and their address. They request as an option that you can also add in their date of hire, their contact phone number, and their date of birth. As for your information, Pennsylvania labor law requires that you provide your company name, your company address, and your company federal employer identification number.
Employers in Pennsylvania may say that they are already providing their quarterly wage record reports. Isn’t that enough? The problem with quarterly record reports, though, is that they can be weeks, if not months, old. There can also be the problem that that data does not make it directly to the right state officials. In Pennsylvania, it can take up to six months before this quarterly wage reporting makes it to the New Hire reporting division.
On the other hand, with new hire reporting, that information is only days, or a couple weeks ago, so state and federal officials have fresh leads to go on as far as tracking down parents who don’t pay child support is concerned. That allows child support court orders to be written up and enforced on a timely basis.
To participate properly in the new hire reporting process, you can either submit a copy of the actual employee’s W-4 form, which would have their date of hire, name, and contact number. You could also use a standard new hire form, which has spaces on it for exactly the type of information that Pennsylvanian officials are looking. Or you can submit a diskette or a magnetic tape with the information. Or join the 21st century and submit by email or over the Internet.