Open Your Form Online

Fill in Your North Carolina Reporting Template

The North Carolina New Hire Reporting Form is a document that employers in North Carolina must complete when hiring, rehiring, or bringing back employees. Effective October 1, 1997, this requirement aims to ensure that specific information about newly hired individuals is reported accurately and promptly. Employers can submit the form, provide a copy of the employee’s IRS W-4, or send the information electronically.

The North Carolina New Hire Reporting Form is a crucial tool for employers in the state, ensuring compliance with state regulations regarding employee reporting. Since its implementation on October 1, 1997, the form has required employers to provide specific information about new hires, rehired employees, or those returning to work. Employers have several options for submitting this information: they can either complete the designated form, submit a copy of the employee’s IRS W-4 form with necessary details filled in, or use electronic means such as magnetic tape or floppy diskette. It is essential to send completed forms to the North Carolina New Hire Reporting Program at the specified address in East Point, Georgia. To maintain clarity and accuracy, employers should fill out the form using capital letters and avoid touching the edges of the boxes. Key sections of the form include employer information, such as the Federal Employer ID Number and contact details, as well as employee information, including the Social Security Number, date of hire, and date of birth. Reports must be submitted within 20 days of hiring or rehiring an employee; failure to do so may result in penalties. Missing information can lead to the rejection of reports, emphasizing the importance of thoroughness in the submission process. For those interested in electronic submission, resources are available through the designated hotline and website.

Misconceptions

Misconceptions about the North Carolina Reporting Form can lead to confusion for employers. Here are seven common misunderstandings, along with clarifications to help ensure compliance.

Only full-time employees need to be reported. Many believe that only full-time hires must be reported. In reality, all newly hired, rehired, or returning employees, regardless of their work status, must be reported.
Employers can submit reports at any time. Some think that timing is flexible. However, reports must be submitted within 20 days of the employee's date of hire or rehire to avoid penalties.
Reporting can be done verbally. There is a misconception that verbal reporting is acceptable. In fact, reports must be submitted in writing, either through the designated form or electronically, to ensure proper documentation.
Only the IRS W-4 form is needed. Some employers assume that submitting the IRS W-4 form alone suffices. While it can be used, employers must also include the employee’s date of birth and date of hire to comply with the reporting requirements.
Missing information can be corrected later. Many believe that incomplete forms can be fixed after submission. Unfortunately, reports will not be processed if required information is missing, necessitating a complete resubmission.
All information is optional. There is a notion that certain fields on the form are optional. In fact, providing complete and accurate information is crucial, as incomplete submissions can lead to fines.
Reports can be sent to any address. Some may think that they can send reports wherever they choose. However, completed forms must be sent to the specific address provided in the guidelines to ensure they are processed correctly.

Understanding these misconceptions can help employers navigate the reporting process more effectively and avoid potential fines. Proper adherence to the North Carolina Reporting Form requirements is essential for compliance.

Similar forms

The North Carolina Reporting Form shares similarities with several other important documents used in employment and tax reporting. Here are seven documents that have comparable purposes or requirements:

IRS Form W-4: This form is used by employees to indicate their tax withholding preferences. Like the North Carolina Reporting Form, it requires the employee's personal information, including their name and Social Security number.
Form I-9: This document verifies an employee's eligibility to work in the United States. Both forms require detailed employee information and must be completed shortly after hiring.
State New Hire Reporting Forms: Many states have their own versions of new hire reporting forms. These forms, similar to North Carolina's, collect information about newly hired employees to assist with child support enforcement and other state programs.
Quarterly Wage Reports: Employers submit these reports to state agencies, detailing employee wages and hours worked. Like the North Carolina Reporting Form, they require accurate information about employees and are crucial for tax purposes.
Employee Information Forms: These forms gather essential details about employees, including contact information and emergency contacts. They share the same goal of ensuring that employers have up-to-date information on their workforce.
Loan Agreement: This legally binding document outlines the terms of a loan between a borrower and lender, similar to the other documents listed. For more information, you can visit smarttemplates.net.
Payroll Records: Employers maintain payroll records to track employee hours and wages. These records, like the North Carolina Reporting Form, must be accurate and timely to comply with labor laws.
Tax Identification Number (TIN) Application (Form W-7): This form is used to apply for a TIN for tax purposes. Similar to the North Carolina Reporting Form, it requires personal information and is essential for proper tax reporting.

Each of these documents plays a vital role in the employment process and helps ensure compliance with various federal and state regulations.

Steps to Writing North Carolina Reporting

Completing the North Carolina New Hire Reporting Form is a straightforward process that requires attention to detail. This form must be filled out accurately to ensure compliance with state regulations. Below are the steps to guide you through filling out the form correctly.

Begin by entering the Federal Employer ID Number (FEIN). Use the same FEIN that you report for the employee's quarterly wages.
Fill in the State ID if applicable.
Provide the Employer Name, including the middle initial.
Enter the Employer Payroll Address, ensuring all information is complete.
Input the Employer City and Employer State.
Fill in the Zip Code using the 5-digit format.
Optionally, provide the Employer Phone Number and Extension.
If applicable, include the Employer Fax Number.
Lastly, enter the Email Address of the employer.

Next, move to the Employee Information section.
Input the Employee Social Security Number (SSN).
Indicate if the employee is an Independent Contractor by selecting "Yes" or "No".
Provide the Employee Name, including the middle initial.
Fill in the Employee Address.
Enter the Employee City and Employee State.
Input the Employee Zip Code in the 5-digit format.
Specify the Date of Hire.
Lastly, enter the Date of Birth of the employee.

Make sure to submit the completed form within 20 days of the employee's hire or rehire date. Failure to do so may result in penalties. If any required information is missing, the report will not be processed. For electronic submission options or further assistance, you can call 1-888-514-4568 or visit the website at www.ncnewhires.com.

⇓ North Carolina Reporting File

North Carolina Reporting Example

North Carolina New Hire Reporting Form

Effective October 1, 1997, North Carolina employers are required to report certain information about employees who have been newly hired, rehired, or have returned to work. Employers must either (1) complete this form, (2) submit a copy of the employee’s IRS W-4 form with the employee’s date of birth and date of hire filled out on this form, or (3) submit the information by magnetic tape or floppy diskette.

This form may be reproduced as necessary.

Send completed forms to:

North Carolina New Hire Reporting Program

P.O. Box 90369

East Point, GA 30364-0369

To ensure the highest level of accuracy, please print neatly in capital letters and avoid contact with the edges of the boxes.

The following will serve as an example:

A B C 1 2 3

EMPLOYER INFORMATION

Federal Employer ID Number (FEIN) (Please enter the same FEIN used to report the employee’s quarterly wages.)

State ID:

Employer Name (Include middle initial):

Employer Payroll Address:

Employer City:

Employer State:

Zip Code (5 digit):

Employer Phone (optional):

Extension:

Employer Fax (optional):

Email Address:

EMPLOYEE INFORMATION

Employee Social Security Number (SSN):

Is this employee an Independent Contractor?

Yes:

No:

Employee Name (Include middle initial):

Employee Address:

Employee City:

Employee State:

Zip Code (5 digit):

Date of Hire:

Date of Birth:

Reports must be submitted within 20 days of date of hire or rehire. Failure to report could result in a fine.

REPORTS WILL NOT BE PROCESSED IF REQUIRED INFORMATION IS MISSING.

	Call 1-888-514-4568 to obtain information about submitting new hire reports electronically,	REV 04/08
	or visit our website at www.ncnewhires.com to report you new hires online.

Check out Popular Templates

North Carolina Department of Insurance Phone Number - If applicable, include proof of professional liability insurance for non-physician providers.

For those looking to enhance their gameplay experience, the Dnd Character Sheet form can be found at TopTemplates.info, where players will discover a wealth of resources to further develop their characters and embrace the full depth of the Dungeons and Dragons universe.

Nc19 - Occupational diseases have specific rules for filing claims that differ from standard injuries.

Documents used along the form

When handling employee documentation in North Carolina, there are several forms and documents that often accompany the North Carolina Reporting Form. These documents help ensure compliance with state regulations and facilitate smooth processing of employee information. Below is a list of commonly used forms that employers should be aware of.

IRS W-4 Form: This form is used by employees to indicate their tax withholding preferences. It provides essential information about the employee’s filing status and any additional withholding amounts.
I-9 Form: Required by federal law, this form verifies an employee’s identity and eligibility to work in the United States. Employers must complete this form for every new hire.
Operating Agreement Form: For those establishing an LLC, our precise operating agreement necessities will help ensure a clear management framework and responsibilities among members.
North Carolina Employee’s Withholding Allowance Certificate: This form allows employees to claim allowances for state income tax withholding, similar to the federal W-4 but specific to North Carolina.
Direct Deposit Authorization Form: This document enables employees to authorize their employer to deposit their paychecks directly into their bank accounts, providing a convenient payment method.
Employee Handbook Acknowledgment: Employees typically sign this form to confirm that they have received and understood the company’s employee handbook, which outlines workplace policies and expectations.
Health Insurance Enrollment Form: This form is used by employees to enroll in health insurance plans offered by their employer, detailing the coverage options and employee contributions.
Retirement Plan Enrollment Form: Employees fill out this document to enroll in their employer’s retirement savings plan, specifying their contribution levels and investment choices.
Job Description Form: This internal document outlines the responsibilities and requirements of a specific position, providing clarity for both the employer and the employee.
Performance Evaluation Form: Used during employee reviews, this form helps assess an employee’s performance, set goals, and identify areas for improvement.
Termination Notice Form: When an employee leaves the company, this form documents the termination, including the reason and the final paycheck details.

Having these forms ready and understanding their purpose can significantly streamline the hiring process and ensure compliance with state and federal regulations. Employers should maintain accurate records and stay informed about any changes to these requirements to avoid potential issues.