First up, congratulations on your new hires! Obviously, bringing in fresh talent is an exciting and busy time for your small business—and you have a lot to do to get your new employees up to speed on their job responsibilities and your company’s operations.
Just be sure to add this to your list: new hire reporting.
In the state of Missouri, businesses are required to report each newly hired employee within 20 calendar days of hire. A new employee is considered any individual who is eligible for federal income tax withholding from wages and provides a service to the employer. This includes part-time and temporary employees.
Why must I report?
Employers serve as key partners in ensuring financial stability for many children and families. New hire reporting speeds up the child support income withholding order process, expedites collection of child support from parents who have changed jobs, and quickly locates parents to help in establishing paternity and child support orders. New hire reporting helps children receive the support they need.
How do I report?
The easiest way to report new hires is through the Missouri Employer Reporting Services website. This secure method only takes about five minutes to report your new hires—saving both time and paper.
To report, just follow these three easy steps:
Step 1: Gather Information
Before you submit your reports, be sure to have the following information on hand:
- Federal Employer ID Number (FEIN)
- Employer name
- Employer address
- Date of hire for new employee
- Employee Social Security number (SSN)
- Employee name
- Employee address
- Employee state of hire
(if reporting as a multistate employer)
Step 2: Create the Report
To report, you can use one of the following methods:
(Tip: add our URL to your “Favorites” for easy access)
- Electronic file (see website for file specifications)
- Federal W-4 by mail or fax
- Printed list of new hire information by mail or fax
Step 3: Submit the Report
Although the easiest way to submit your company’s new hire reports is online, you can also submit your new hire data by FTP, mail or fax. (If you fax your reports, please do not use a cover sheet). Your payroll service can also report your new hires. Visit the Missouri Employer Reporting Services website or call for more information.
Contact the Missouri Employer Reporting Services:
PO Box 6795
Jefferson City, MO 65102-6795
1-888-663-6751 (toll free)
8:00 a.m. - 5:00 p.m. Central Time