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New Reporting Requirement in New York State
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New Reporting Requirement in New York State
The New York State Department of Labor announced a new reporting requirement effective July 15, 2011 for employers with employees in New York state. The requirement impacts all employees who work in the state, regardless of the employee’s state residence. Effective July 15, 2011, the employer must report certain dependent health coverage information to the state of New York when an employee is hired or rehired and on a quarterly basis. The intent of the new requirement is to increase the enrollment of dependent children into employer-sponsored group health insurance programsAt the initial time of hiring, the employer must report to New York state, within 20 calendar days of the employee’s hire date defined as the date the employee begins earning compensation, the following information:
- Employee name (first, middle, last), address (street, city, state and zip code), and social security number
- Employer name, address, identification number assigned by the Internal Revenue Service and employee hire date
- Indication of the availability of dependent health insurance benefits for employee (either Yes or No)
- If yes, date the employee qualifies for the dependent health benefits in MM/DD/YYYY format.
On a quarterly basis, The New State Form NYS-45 Quarterly Combined Withholding, Wage Reporting, and Unemployment Insurance Return Prior will be revised for the third quarter of 2011 to reflect the new disclosure requirement. Employers subject to filing a Form NYS-45 includes any employer who makes unemployment insurance contributions and withholding New York state taxes.
More information on this new reporting requirement can be found through the New York State Department of Taxation and Finance at:
http://www.tax.ny.gov/bus/wt/newhire.htm
As a Human Resources or Employee Benefits professional, you should coordinate your efforts with your Payroll department to ensure compliance with this new state requirement.