New Hire Report

Under Ohio law and federal law, all employers must report information about newly hired or rehired employees to the Ohio New Hire Reporting Center. This data is entered into the Ohio State Directory of New Hires and forwarded to the National Directory of New Hires to support child support enforcement and other employment-related programs.

The requirement is grounded in Ohio Revised Code §3121.89–3121.8910 and the corresponding Ohio Administrative Code rules.

The data is primarily used to:

• Support child support enforcement efforts.

• Help locate non-custodial parents.

• Improve the administration of public benefit programs.

• Reduce fraud in unemployment insurance systems.

Every employer in Ohio, regardless of industry or size — including K-12 school districts, charter schools, private schools, and educational service centers — must report new hires. Public entity employers (like school districts) are not exempt from this requirement.

This includes:

• New employees

• Rehired employees

• Certain independent contractors:
  Ohio rules generally require reporting contractors that meet the definition (e.g., those with significant anticipated pay and work in Ohio). However, typical 1099 contractors may be subject to differing interpretations; consult your payroll/legal advisor for specific contractor scenarios.

Failure to report a new hire or reporting late can lead to:

• Civil penalty: ~$25 for each missed report

• Higher penalty: Up to ~$500 for errors or if the employer colludes with the employee to avoid reporting

These are enforced by the Ohio Department of Job and Family Services and tied to the Administrative Code requirements.

Menu path

From the Human Resources menu, select State. From the State-OH menu, select New Hire Report.

Submission period

The report is processed twice monthly, with a 12-16 day gap between runs.

Selection rule

Employee Selection Criteria

An employee is included in the Ohio New Hire Report when all of the following conditions are met:

Independent Contractor (Vendor) Selection Criteria

An independent contractor is included in the Ohio New Hire Report when all of the following conditions are met:

Prerequisites

• Enter valid information in the fields on the Federal/State Reporting tab of the Human Resources Profile page. 

• Enter valid information in the following fields on the Human Resources Profile - State page: 

  • Federal EIN

  • State Employer Account Number

• Enter valid information in the New Hire Rpt field on the Payroll Information - State Required page.

• Ensure the Employee Information records are complete, and the following fields are populated correctly:

  • General section: Social Security, First Name, Middle Name, Last Name, Sex at Birth, Birthdate

  • Employment tab: Hire Date, Address Line 1, Address Line 2, City, State, Zip Code

• Ensure the Vendor Information records are complete, and the following fields are populated correctly:

  • General tab: Vendor Name, Federal Tax ID, Social Security Number

  • Address tab (Purchasing section): Address 1, Address 2, City, State, Zip

  • 1099 Information tab: YTD field in the Misc row.

• Enter valid information in the fields on the Defined Page 10 - Ohio Independent Contractor page.

• Ensure the fields on the W2 Wizard: W2 Parameters page are complete and populated correctly.

• Ensure users have the HRM module security authorization required to run the Ohio New Hire Report. To grant a user permission to run the Ohio New Hire Report, the following security resource must be assigned on the User Access page:

• Complete the Setup procedure.