Employers have three ways to report online!

Employers can electronically report new hires using the following options:

Option #1 Enter Online:

Employers with only a few reports to submit can manually enter and submit them online.

Option #2 Secure File Transfer Protocol (SFTP):

Only available for registered employers and Service Bureaus who are registered to securely transfer files to our server. Give us a call at 800-696-1468 Option 6 to set up SFTP reporting.

Option #3 File Upload:

Service Bureaus and employers with many reports can upload an electronic file.

Is anyone exempt from this law?

Every employer must report every employee, including temporary, seasonal, and self-employed/contract employees working under their SSNs. Only Tribal enterprises operating on Federally-recognized Tribal land are exempt from new hire reporting, due to their sovereignty under Federal law.

I've never reported new hires, what do I do?

Begin by reporting any new employees you have hired within the last 365 days. Continue by reporting any new hires you have within 20 days of their hire date. Employers must report any new hire within 20 calendar days of the hire. If the employee’s first scheduled payroll follows the 20-day period, the report can be submitted then. Any new hires submitted electronically must be reported twice per month, no fewer than 12 and no more than 16 days apart.

Do Independent Contractors (1099's) have to be reported?

• Yes. Effective July 2021, Colorado House Bill 21-1220 requires employers to include all Independent Contractors (self-employed or contract employees) in their new hire reports and file transmissions. All employers are required to report all employees, including any independent contractors, to the Colorado State Directory of New Hires. An independent contractor should be reported as a new hire if they provided their Social Security Number for tax purposes. If they provided a Federal tax ID (FEIN), you do not need to report these employees as new hires.
• Report independent contractors as you would any employee, providing:
• Full name
• Social Security number
• Address
• Contract start date or Date of Hire
• Complete the specified field to indicate Yes they are an Independent Contractor, leave blank for No

Are labor unions and hiring halls required to report?

If the labor union or hiring hall simply refers individuals for employment, it does not need to file new hire reports for these actions. If a labor organization actually pays the individuals whom it refers, the labor organization would be considered the "employer" and subject to the new hire reporting requirements.

I am an employer with employees in more than one state. Do I have to report in each state?

New hire reporting is required in all 50 states. For those employers who do business in Colorado who also have employees in more than one state, we recommend registering to report to Colorado as a multistate employer. Employers can register for multistate reporting with the Federal Office of Child Support Enforcement: acf.hhs.gov.

I am an employer who has more than one address. Which one should I list?

Use the address where you want income withholding orders sent.

What is the easiest way to report?

Reporting online is by far the most efficient way to report new hires. Enter or upload your reports on our Portal or transmit a file via sFTP. Electronic reporting will eliminate paperwork, increase the accuracy of the reports, allows faster processing, and can save postage and other costs.

I am an employer who has more than FEIN. Which one should I list?

Use the same FEIN when reporting new hires that you use to report your quarterly wage information to the State.

As an employer, is there somewhere or someone that we can contact for help with our specific questions?

For assistance with and questions regarding New Hire Reporting:

Call us for assistance Monday – Friday, 8 am – 5 pm MST at 800-696-1468, Option 6
Contact us via email at CDHS_FSREmployerServices@state.co.us

For assistance with Child Support, payments, and more:

Customer service representatives at the Family Support Registry FSR Employer Outreach Department can assist you with payment processing, Monday through Friday from 8:00 a.m. to 5:00 p.m. Mountain Time.

The FSR Employer Outreach Department provides the following service and support:

• Training and support on Electronic Funds Transfer (EFT) payment remittance method and File Transfer Protocol (FTP)
• Help with employer payment remittance via diskette
• An Onsite trainer / liaison to answer your questions and concerns

I provide employee information on my Quarterly Wage Reports. Why must I also report the employee as a new hire?

New hire information from the Quarterly Wage Reports becomes available two to six months after the date of hire. When you immediately report new hires, you help children get the support they need faster.

Do I need to report an employee who worked for a couple of hours or days and then quit?

If you paid any wages out to an employee, they must be reported as a new hire. Although that employee is no longer with your company, useful information is obtainable, such as home address and work history.

If I take over a business, do I have to report all of the employees?

No, if all employees were reported and if you, as the new employer, continue to honor any Income Withholding Notices that are in effect. If you will not honor the previous Income Withholding Notices, you must report all employees as new hires.

In addition to reporting new hires, do I need to report terminated employees as well?

Only report terminations if the terminated employee had an Income Withholding Notice for child support. Report the termination to the agency that issued the Order.

Benefits Children and Families

New Hire Reporting helps children and families get the financial and medical support they are legally entitled to by:

• Quickly locating parents to establish paternity & child support orders
• Speeding up the child support withholding process
• Expediting collections from parents who change jobs frequently

Benefits Our Community

When children are financially supported, our communities benefit by:

• Protecting children and families from the effects of poverty
• Allowing children to lead more fulfilling lives with more opportunities to excel
• Protecting the future of our community by helping children thrive and succeed
• Helping detect fraud, decreasing public assistance costs and saving taxpayer money

Benefits to Employers

New hire reporting is more than just another business requirement. By reporting new hires, you help:

• Create a strong community in which your business can thrive
• Prevent unemployment and workers compensation fraud, keeping employer taxes and premiums low
• Demonstrate you care about the well-being of the employee's family by ensuring they are supported as required by law; in turn employees may be more dedicated to the well-being of the company

Benefits Employees

• Prevents discrimination of employees with child support orders by requiring that ALL employees be reported
• Allows withholding orders to continue without interruption, preventing bench warrants, late fees and other penalties from being assessed on an employee with a child support order
• Shows that the employer is dedicated to legal process, and that employees can trust the employer to provide other required benefits such as workers compensation, unemployment, and medical insurance
• Prompt employer compliance helps employees financially support their children

If you are an employer with employees in more than one state, you are a multistate employer (MSE). MSEs may choose to report to a single state by registering as a MSE with the Federal Office of Child Support Enforcement (OCSE).

Option #1

Multistate employers may choose to report employees to each state in which they have employees working, following the new hire regulations of each state.

Option #2

Or, multistate employers may choose to report to a single state by registering as a multistate employer with OCSE - we recommend Colorado. The employer must choose a state in which they are doing business.

Employers choosing this method can save time and money by submitting all their new hire reports to their chosen state.

Note: MSE employers may choose only one method by which to report.

If you choose Option 2 for reporting your new hires, you must notify the Federal Office of Child Support Enforcement which state you have designated to receive all of your new hire information.

Visit the Federal Office of Child Support Enforcement website to register for multi-state reporting: https://www.acf.hhs.gov/css/resource/multistate-employer-registration-form-instructions

Be sure to immediately update any changes in your payroll contact information with other states, and check the accuracy of your registration with OCSE annually.

After registering as a multistate employer, reports for all employees in all states may be sent via electronic transfer twice a month, between 12-16 days apart.

Benefits of Electronic Reporting

• Saves on ink, paper, processing time and postage
• Reduces the likelihood of errors
• Helps to avoid rejected records
• Helps children and families get the child support they need much faster

Report the following information for each new and returning employee

• Employee Social Security Number
• Employee full name and address
• Date of hire (first day of work)
• The State in which the employee works

If you have more than one FEIN, make certain you use the same FEIN when reporting new hires, that you use to report your quarterly wage information to the State. Questions? Contact us –We’re here to help.