5 Green Mountain Drive 
                                                                                 P.O. Box 488 
                                                                 Montpelier, VT 05601-0488 

                                NOTICE 

          Requirements for Mandated New Hire Reporting 

Welfare reform legislation, also known as the Personal Responsibility and Work Opportunity 
Reconciliation Act, provides for strong measures for ensuring that children receive financial 
support. New Hire Reporting is an integral part of this legislation. New Hire Reporting is a     
process by which a Vermont employer reports information on newly hired employees to the 
Vermont Department of Labor (VDOL). Vermont will match new hire reports against child 
support records to locate parents, establish an order for child support, or enforce an 
existing order. This information is also transmitted to the National Directory of New Hires, 
which allows the Federal Office of Child Support Enforcement to assist states in locating 
parents on a  national level. 

New Hire Reporting will result in significant increases to child support collections, reduction 
in welfare payments, and millions of dollars saved in Medicaid and Food Stamps. New Hire 
Reporting can also benefit employers by reducing unemploymentinsuranceand workers '
compensation   fraud. 

Vermont H.792 passed into law in Spring 2010 made two changes related to New Hire 
Reporting: 1) reports shall be filed within 10 days of the first date of employment; and 2) 
requirement sfor employers to report the first date of employment, which is now defined to 
be “the first date services are performed for compensation.” 

What is the definition of “employer” for N ew  ire H             eportingR    purposes?   

Federal legislation states that an “employer” for New Hire  eportingHpurposes is the same 
as for the federal income tax purposes (as defined by Section 3401 (d) of the Internal 
Revenue Code of 1986) and includes any government entity or labor organization. At a 
minimum, in any case where an employer is required to give an individual a W-4 form, the 
employershall comply with the New Hire Reporting requirements. 

(Section 253(a) of the TAAEA adds a new section 453(a)(2)(C), SSA, expanding the scope 
of individuals reported to the State  irectoryD of  ew N iresHby specifically defining a “newly 
hired employee” as an employee who “has not previously been employed by the 
employer” or “was previously employed by the employer but has been separated from 
such prior employment for at least 60 consecutive days.”  Newly hired employees meeting 
either of these termsshall be reported to the State  irectoriesD of  ew N ires.)H

                                                                                         C-63 (10/16) 

What must be included in a New Hire report? 
There are seven required data elements: 

    • Employer Name
    • Employer Address
    • Federal Employer Identification Number (FEIN)
    • Employee Name
    • Employee Address
    • Employee Social Security Number
    • Date of Hire - First date services performed for compensation

As a temporary employment agency, does each individual placed by the 
agency need to be reported as a new hire? 

If the agency is paying wages to the individual, it SHALL submit a new hire report. The 
individual needs to be reported only once, unless there is a break in service from the agency 
and a new W-4 form is required. If the agency simply refers individuals for employment and 
does not pay salaries, new hire reports are not necessary. Additionally, federal policy states 
that if work being performed is based on a contract rather than an employer/employee 
relationship, it is not required to submit a new hire report. However ,the contractor is 
responsible for reporting his/her employees. 

What is the “date of hire” considered to be? 

The “date of hire” is the first day services are performed for compensation by an individual 
for an employer. 

When must an employer report the hire? 

The new hire report SHALL be made within 10 days of the first day services are 
actually performed for compensation.

If an employee is laid off, and then re-hired, or an employee returns after a 
leave of absence, does another New Hire report need to be sent? 

Yes, if an employee was previously employed by the employer but has been separated from 
such prior employment for at least 60 consecutive days.When in doubt, the employer is 
encouraged to report the new hire, especially upon return from a lengthy layoff, as it 
becomes a quick method to stop inappropriate payment of unemployment insurance 
benefits. 

How do reports get filed? 

Note: Employers filing more than 10 new hire reports SHALL submit the reports electronically. . 

1) Internet filing: www.labor.vermont.gov – Employer Online Services
2) For those without internet access: 10 reports or less may be transmitted on VDOL
form C-61 and mailed to:

VDOL – New Hire Reporting 
5 Green Mountain Drive 
P.O. Box 488 
Montpelier, VT 05601-0488 

Questions about reporting? 

If an employer has questions about the actual submission of data, contact the 
Department of LaborEmployer Services Unitat (802) 828-4344. 

                            Methods of Reporting 

Employers may choose one of these convenient reporting methods 

Reminder: Reports shall be filed within 10 days. 

Internet: This allows quick and easy online reporting. Access New Hire Reporting from the 
Department of Labor’s website at: http://www.labor.vermont.gov - Employer Online Services. 

Forms: Submit new hire information using the Vermont Department of Labor’s C-61 New Hire 
Reporting Form or an employer may use its own form ensuring that it includes the  seven 
required elements. A copy of the reporting form can be found in this packet or on our website 
at http://www.labor.vermont.gov. Employers filing more than 10 new hire reports SHALL 
report electronically. 

W-4 Form:This method of reporting    may only be used if the employer completes information 
on lines 8 and 10 of the form and includes the employee’s date of hire (first day services are 
performed). Fax or mail a copy of the W-4 form to the Vermont Department of Labor. Employ- 
ers filing more than 10 new hire reports SHALL report electronically. 

Compact Disc (CD): Data specifications are contained in this packet.  Please contact the 
Department of Labor at 802-828-4344, for approval to use this filing method. 

Mail: Employers may also mail the above forms or CD to: 

                              Vermont Department of Labor 
                                     New Hire Reporting 
                                     5 Green Mountain Drive 
                                         P.O. Box 488 
                                 Montpelier, VT 05601-0488 

Fax: Employers may fax the following to the Vermont Department of Labor at (802) 828-4286.

   •  The Vermont Department of Labor’s C-61 New Hire Reporting Form;
   •  A form the employer created that includes the seven required data elements;
   •  A copy of the W-4 for m.

For additional help or information about Vermont’s New Hire Reporting call the Vermont New 
Hire Help Line to talk to a customer service representative: (802) 241-2194 or Toll-Free 1-
800-786-3214. 

For questions regarding the actual submission of data, contact the Department of Labor 
at (802) 828-4344 or Labor. UIandWages@vermont.gov. 

New Hire Reporting Specifications 

Diskettes provided by payroll services shall be named “New Hire”. 

All CDs shall have an exterior label with the following information: 

        • Payroll Service Name
        • Contact Person
        • Telephone Number

NOTE: Payroll Service s may submit multiple employers on the same file. 

For questions regarding the actual submission of data, please contact the 
    Department of Labor’s Employer Services Unit at (802) 828-4344. 

                              CDs shall be sent to: 

                            Vermont Department of Labor 
                                   New Hire Reporting
                              5 Green Mountain Drive
                                        P.O. Box 488 
                            Montpelier, VT 05601-0488 

Location        Field            Field         Description                Required/ 
                                 Picture                                  Optional 

1        Record Type             X             Always 2                   R 

2-16     Employee Last Name      X (15)        No Special Characters      R 

17-31    Employee First Name     X (15)        No Special Characters      R 

32       Employee Middle Initial X             No Special Characters      O 

33-62    Employee Address Line 1 X (30)        No Special Characters      R 

63-92    Employee Address Line 2 X (30)        No Special Characters      O 

93-107   Employee City           X (15)        No Special Characters      R 

108-109  Employee State          XX                                       R 

110-114  Employee Zip 5          X (5)                                    R 

115-118  Employee Zip 4          X (4)                                    O 

119-127  Employee SSN            9 (9)         All zeros will be rejected R 

128-135  Employee 1st date of employment 9 (8) CCYYMMDD                   R 

136      Filler                  X             Fill with spaces           O 

137-144  Employee Date of Birth  9 (8)         CCYYMMDD                   O 

145-147  Filler                  X (3)         Fill with spaces           O 

148-177  Employer Name           X (30)        No Special Characters      R 

178-207  Employer Address Line 1 X (30)        No Special Characters      R 

208-237  Employer Address Line 2 X (30)        No Special Characters      O 

238-252  Employer City           X (15)        No Special Characters      R 

253-254  Employer State          XX            No Special Characters      R 

255-259  Employer Zip 5          X (5)                                    R 

260-263  Employer Zip 4          X (4)                                    O 

264-272  Employer Federal EIN    X (9)                                    R 

273-300  Filler                  X (28)        Fill with spaces           O 

Carriage Return/Line Feed must be at the end of each Record. (column 301) 

) 
 
 10/16
 
 for 
05601-0488 Working
Date Employee Actually Began Compensation C-61 WEB (

Return to: to: 802-828-4286
P.O. Box 488
ATTN: New Hire
NEW HIRE REPORTING FORM FAX 
Vermont Department of Labor Montpelier, VT or 
 
first day work is performed for compensation. 

Address (Street, City/Town, State, Zip Code)

be reported within 10 days of the date of hire, the 

shall 
Employee Name
 be reported if they were previously employed by the employer but have been separated from such  

shall
All new hires 

the following address: http://www.labor.vermont.gov NOTE: All rehires employment for at least 60 consecutive days.

This information may also be submitted through the internet at 

Federal Identification No.: Employer Name: Employer Address: 

Social Security No.