New Hire Reporting Policy

AUDIENCE

All newly hired University employees.

PURPOSE STATEMENT

The purpose of the Policy is to ensure compliance with the provisions for new hire reporting in accordance with the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 and Kentucky Revised Statute 405.435.

DEFINITIONS

Date of Hire: the first day services are performed at the University for wages by the new employee.

THE POLICY

In accordance with the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 and Kentucky Revised Statute 405.435, all new hires, including rehired employees, must be reported to the Kentucky New Hire Reporting Center within 20 days of the employee’s date of hire.  Please note that faculty and other employees of educational institutions who are paid an annual salary are not considered to be “rehired” when they return to school in the Fall.  This is true even if they are not required to report to school for more than a 60-day period.

RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Personal Responsibility and Work Opportunity Reconciliation Act of 1996
Kentucky Revised Statute 405.435

PROCEDURES

Human Resources is responsible for reporting all new hires to the Commonwealth of Kentucky’s New Hire Reporting Center within 20 days of the employee’s date of hire.  The report will be submitted in one of the approved formats and include the following information:

Employer Information

• Federal Employer Identification Number (FEIN)
• Kentucky Employer Identification Number (KEIN)
• Name of business
• Employer address (to be used for income withholding orders)

Employee Information

• Employee’s name
• Employee’s mailing address
• Social Security Number
• Employee’s date of hire (required)
• State of hire (required if reporting as Multistate Employer)

REFERENCING THE POLICY

HISTORY

This is a new policy.

APPENDIX

There are no appendices to this Policy.

APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President