HR Compliance: Reporting new employees

All California employers must report new or rehired employees who work in California within 20 days of their start-of-work date. California’s new hire reporting program requires employers to submit the necessary documents to the EDD (Employment Development Department) prior to the 20th day of employment. Employees who are rehired after being absent for 60 consecutive days also fall under this requirement. Employers can choose to send an electronic form, a paper form, or a copy of the employee’s W-4 form.

You must list several pieces of information in your report. The report should include the employer’s business name, the contact person’s name, address, phone number, the California employer account number, and the Federal Employer ID number (FEIN). Employees should include their full name, address, SSN, and their date of hire.

There are financial penalties for failing to report new employees. There are penalties if an employer fails to comply with this requirement. If an employer doesn’t report a new employee within the designated time frame, they will be faced with financial penalties. Additional penalties can occur if the employer and/or employee provide false or incomplete reports.

Contact us before beginning the hiring process, and we’ll guide you through it, step-by-step. There is more to hiring employees than just offering them a position. Employers should protect themselves from potential lawsuits by ensuring that they are not only complying with the law, but also using HR best practices. These include employment applications, all required new hire forms such as the pre-designation of physician form (for WC purposes), the I-9 form (to establish the legal right to work in the U.S.) and all required brochures/pamphlets with acknowledgement forms to confirm receipt; just to name a few. We can help you throughout this process to ensure that you obtain all of the required paperwork for your new hire.

We can help by making sure you have sound HR practices in place on all fronts. With helpful advice on hiring practices, you can rest assured that your company will be in good hands. We can implement effective HR practices, ensure that you comply with all employment laws, and provide you with the appropriate documents and materials you need, so you can focus on other aspects of your company.