ACF/Office of Child Support Enforcement
Immediate W-4/Employer Reporting of New Hires
APR 20, 1995 DC-95-30
TO ALL STATE IV-D DIRECTORS
RE: Updated OCSE Information Exchange Report:
"Immediate W-4/Employer Reporting of New Hires"
Dear Colleague:
Enclosed is a matrix with current information on immediate W-
4/employer reporting of new hires, an update of the one sent to
you in August, 1994. The matrix contains state specific
information about new hire reporting and is current as of March,
1995. It is based on information received by State IV-D agency
contact persons and Federal regional office staff.
There has been an increasing interest in the immediate reporting
of new hires as an effective means of implementing wage withholding
of support orders as quickly as possible after an obligor begins
or changes employment. State representatives around the country
are introducing legislation to address new hire reporting, modeled
after States which have found this procedure to be an effective
enforcement remedy. In addition, a number of Congressional child
support legislative proposals include provisions for the
development of a national database of new hires.
We have received very positive feedback regarding these Information
Exchange Reports and want to keep them as current as possible.
Therefore, should your State adopt similar new hire reporting
legislation, or if your current legislation is amended, we would
appreciate being notified.
We trust this information will be of assistance to you in your work
on behalf of America's children. If you have any questions
regarding the information contained in this report, please contact
Karen Bartlett at (202) 401-4630.
Sincerely,
David Gray Ross
Deputy Director
Office of Child Support Enforcement
Enclosures
cc: ACF Regional Offices
About the OCSE Information Exchanges....
The Office of Child Support Enforcement periodically produces
information exchanges as a means of providing "at-a-glance"
information on innovative enforcement practices. This matrix on
immediate W-4/employer reporting of new hires is an update of the
one issued in August, 1994. Information in this version is current
as of March, 1995.
Other information exchanges cover paternity establishment and
licensing restrictions and revocations (updated February, 1995).
Suggestions on how to improve these information exchanges or for
additional topics for OCSE to address are welcome. Contact
OCSE/Special Initiatives Branch, Fourth Floor East, 370 L'Enfant
Promenade, S.W., Washington, D.C. 20447.
STATECONTACT PERSON
NAME/TITLETELEPHONE
NUMBERFAX
NUMBER
ALASKA Vickey Mitchell
Child Support Enforcement
Officer (907) 269-6828 (907) 269-6868
ARIZONA Kris Baier
Child Support Enforcement
Program & Development
Specialist (602) 274-7951 (602) 274-8250
CALIFORNIA Judy Waters
Associate Governmental
Program Analyst(916) 657-3529
(916) 657-2074
CONNECTICUT David Mulligan
Public Assistance Consultant(203) 424-5269(203) 951-2996
FLORIDA Calvin Melton
Coordinator, Special Programs and Interagency Initiatives(904) 922-9547(904) 488-
4401
GEORGIA Janice Alford
Locate/Central Registry Section Manager(404) 657-3874
(404) 657-3326
HAWAII Miles Yasui
Unemployment Insurance Program Development Officer(808) 586-9071(808) 586-9077
IOWA Susan Bergwall
Policy Unit Supervisor(515) 281-8886(515) 281-4597
KENTUCKY Steve Veno
IV-D Director (502) 564-2285
ext. 404 (502) 564-5988
MAINE Ann Liburt
Central Office Supervisor(207) 287-2886(207) 287-6882
MASSACHUSETTS Robert Nevins
Bureau Chief of Project
Development (617) 577-7200,
ext. 30428 (617) 621-4992
MINNESOTA Kay Dunkelberger
Program Advisor (612) 297-4267 (612) 297-4450
MISSOURI Dan Joyce
Deputy Director of Internal Operations(314) 751-4301(314) 751-8450
OKLAHOMA Elaine Hudson
Administration Officer I(405) 522-2512(405) 522-2753
OREGON Leland Prentice
Manager
Central Operations Section(503) 378-3188 ext. 361(503) 373-7340
TENNESSEE Bill
Duffy
Assistant IV-D Director(615) 741-2442(615) 532-2791
TEXAS Tricia Arredono
Supervisor, Employer New Hire Reporting Program(512) 463-2181,
ext. 2760 (512) 476-1017
VERMONT Cindy Griffith,
Registry Manager(802) 241-2848 (802) 828-4046
VIRGINIA Teresa Jacobsen
Policy Specialist(804) 692-2404
WASHINGTON Charlyn DeVoss Shipley
Support Enforcement Officer(360) 586-3556(360) 586-3094
WEST VIRGINIAJim
Dingledine
Supervisor, Central Registry & Locate(304) 558-0461(304) 558-4092
STATELEGISLATIVE
STATUSREPORT
TO/TIMEFRAMEMETHOD OF
TRANSMISSIONADDITIONAL
INFORMATION
REPORTEDALL EMPLOYERS
OR
TARGETED
EMPLOYERSSELF-DISCLOSUREPENALTY
FOR
EMPLOYERS
ALASKA Enacted summer 1991; effective 1/1/92.
Sunset repealed. A grant project funded in 10/91 to monitor ends 9/30/94.IV-D agency monthly (Some report
weekly for their own convenience.)All methods except phone callsWage, employee's address, date of birth,
some medical support informationTargeted employers in 3 phases: 30 largest, industries with seasonal
employees, & select employers by industry code.NoYes
ARIZONA Voluntary program. Enacted summer of 1994Report
to Department of Economic Security within 10 daysMagnetic tape, copy of W-4 or other agreed
formats N/A Voluntary N/A N/A
CALIFORNIA Enacted 9/92. Implemented 5/93.SESA within 30 days of hireW-4, other
methods, form developed for optional useEmployer's name,
address, & account numberTargeted employers: automotive services, construction, health & business
services, building & special trade contractors, restaurants, lodging places, movies, engineering &
management services, landscape services, wholesale trade.NoYes
CONNECTICUT Enacted 7/1/94.Dept. of Labor within 35 days of hireW-4Employer's address, business name, CT
tax registration number, employer identification number, contact person. Employees name, address, SSNAll
employers maintaining an office or transacting business in the stateNoNo
FLORIDA Enacted 5/31/94; effective
1/1/95 State Department of Labor and Employment Security; within 14 days of hire or rehire or at the end
of the first pay periodall methodsEmployee's name and social security number; employer's unemployment
compensation I.D. numberEmployers with 250 or more employees. Employers with less than 250 employees who
volunteer to participate as part of a pilot project.NoNone
GEORGIA Enacted; effective & implemented 7/93.
IV-D agency within 10 days of hireW-4, other paper documentation, tape, diskEmployee's address & date of
birth & employer's Federal tax identification numberTargeted employers: employers doing business with 7 or
more employees who live or work in GANoNo
HAWAII Effective & implemented in 1976.SESA within 5 days of hire
Paper documentation (SESA form), magnetic tapeWage, employee's address, SSN, date of hire, type of work,
full or part time (hours per week). Employer name, account number.All employers except federal government
and military. No Yes
IOWA Enacted 4/93. Implemented 1/1/94.IV-D agency within 15 days of hireIowa W-4 form,
magnetic tape, print outsEmployee's, SSN, address & date of birth; employer's name, address, and employer
identification number, availability of health insuranceAll employersNoYes
KENTUCKY Indirectly has a reporting
system for new hires. KY does not have legislation.Employers submit new hire information to the Division
of Unemployment Insurance.Tape uploadN/A All employers N/A None
MAINE Enacted & effective 7/1/93.IV-D agency
within 7 days of hireW-4, tape, or by other means as mutually agreedEmployee's address & date of birth;
employer's name, address, & employment security reference number or unified business identifier
number Construction, wholesale trade, retail trade, and servicesNoYes
MASSACHUSETTS Enacted 12/23/92; effective
& implemented 3/93.IV-D agency (which is located within the Department of Revenue) within 14 days of
hire W-4 form, magnetic tapeEmployee's address & employer's Federal identification numberAll
employers No Yes
MINNESOTA Enacted & effective 8/87.IV-D agency (timeframe not specified)Paper documentation,
telephone Wages, medical supportAll employersYes No
MISSOURI Enacted 5/26/93. Implementation date 8/28/93.Dept.
of Revenue within 30 days of completion of form. Revenue forwards forms to IV-D weekly.Copy of the
withholding form (W-4) sent to Dept. of Revenue.Employees are required to acknowledge their legal obligation
for support of a child.All employersYes No
OKLAHOMA Effective 9/1/94Voluntary. Report to Dept. of Human
Services/Child Support Enforcement DivisionMail, fax, electronic mediaAddress, DOB, availability of employee
dependent health care coverage, employer's name, address & federal identification numberAll employersNo-
-voluntary program
OREGON Effective 11/4/93.IV-D agency within 14 daysAll methods, mail, fax, &
diskette Employer's name, address, and Oregon Tax ID.Targeted employers: general building contractors,
special trade contractors, lumber & wood products, trucking & warehousing, wholesale durable goods, auto
dealers & service stations, business services & auto repair services & garagesNoNo
TENNESSEE Does not have
its own legislation, however, TN IV-D can access new hire data on a case by case basis from State Employment
Security Administration.State's Department of Employment Security. No timeframe as it is
voluntary. Mail Information provided is date of hire, employer, employer address.n/a voluntaryNoNone --
voluntary
TEXAS Enacted; effective 9/1/93. Implementation date 9/1/93. This law is voluntary only.IV-D
agency within 35 work days of hire or rehireW-4 or electronic transmission of dataEmployee's address, date
of birth, & salary; employer's name, address, & employer identification numberAll
employers No No
VERMONT Enacted 1994. Voluntary program. To be administered through VT's Department of
Employment and Training, 2/95Within 14 days of hiring a new employee or at the time of first paycheckCall,
fax, mail copy of W-4 or new hire formVT employer I.D.; new hire's social security numberAll
employers No None, since this is a voluntary program
VIRGINIA Enacted. Effective & scheduled for implementation
7/1/93. SESA within 35 days of hire (SESA must send to IV-D within 21 days)All methodsEmployee's
address; employer name, address & identification numberAll employersYesNo
WASHINGTON Effective & implemented 7/90. Amended 6/94.IV-D agency
within 35 days of hireAll methods (except phone), fax, computer printouts, electronic mediaEmployee's date
of birth Targeted employers: construction, manufacturers of heavy equipment, business services, health
services, special tradesNo Yes
WEST VIRGINIA Enacted; effective 3/92. Implementation date 1/93. Amendment
effective 7/1/95IV-D agency within 35 days of hire. Effective 7/1/95, timeframe is reduced to 14 days.All
methods, fax, disketteEmployee's address; employer's Federal tax identification number, payroll office
address All employers No Yes
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