If your agency is paying wages to the individual, you must submit a New Hire report. The individual needs to be reported only once, except when there is a break in service from your agency and a new W-4 form is required. If your agency simply refers individuals for employment and does not pay salaries, New Hire reports are not necessary from you. However, the employer who actually hires and pays the individual, whether on a part-time or full-time basis, will be required to report the new hire information.
New Hire Reporting
In Oklahoma, employers must report newly hired employees to OESC. This database of new hires is managed and utilized by OESC and the Child Support Enforcement Division (CSED) of the Oklahoma Department of Human Services to prevent fraud and retain the integrity of government programs.
Reporting new hires accurately and timely provides direct benefits to employers including protection against fraudulent unemployment claims and workers' compensation payments. New hire data is also cross-matched with active unemployment claims to stop or recover fraudulent payments, and is used to enforce child support obligations.
The online system is the most streamlined way for employers to submit a new hire report. However, if for any reason an employer is not able to use the online system, they may also submit the new hire reports using New Hire Reporting paper form (OES-112).
New hire reports are mandated by federal law to prevent fraud aimed to reduce overpayments to individuals receiving unemployment insurance benefits. Timely reporting of new hires directly benefits employers by reducing overpayments, disputes and protests over fraudulent unemployment and workers' compensation payments.
All newly hired employees must be reported to OESC within 20 days of a new employee's start date. Use the button below to report new hires and download hiring forms.
For questions about new hire reporting, call OKDHS' Employer Services Center at 866-553-2368 or email ocss.contact.esc@okdhs.org.
Multi-State Employers
Employers may have operations in Oklahoma as well as other states. Multi-state employers can report newly hired employees to the state in which they are individually working or select one state where employees are working and report all new hires to that state.
The National Directory of New Hires will maintain a list of these multi-state employers who have elected to use single-state reporting. The designated reporting locations of those employers will be made available to all states so they can be aware of where their state's new hires are being reported.
If an employer chooses to report all new hires to a single state, they must:
- Notify the Secretary of Health and Human Services in writing, specifying the state designated as the recipient of all new hire information for their entire business. This notification should be mailed to
- Department of Health and Human Services
Office of Child Support Enforcement
Box 509
Randallstown, MD 21133
- Department of Health and Human Services
- Transmit all new hire information according to the requirements of the chosen state.
Frequently Asked Questions
You must report your own employees at the labor organization or hiring hall, meaning those who work directly for you. If you only refer individuals for jobs, like a temporary employment agency, you do not need to file a New Hire report.
Each New Hire report must contain the following data elements:
- Employee name, address and Social Security Number
- Date started to work
- State of hire
You can also report the following items to avoid potential issues.
- Employer's Oklahoma Employer Account Number (Assigned by OESC)
- Employee's occupation and salary
- Employee's date of birth
- Is dependent health insurance available?
- Is this employee still employed with your company?
- Recall (rehire) date
Yes, you must submit a New Hire report because the employer-employee relationship existed and wages were earned. To report that someone has quit before the New Hire report is due, you can answer "NO" to the question - "Is this person still employed with your company?".
You can report these employees by completing the same information as required for new hires. These are employees for whom a new W-4 is not required. Check "recalled" on the form to indicate this employee had previously worked for your company, was laid-off and then rehired or recalled. You should re-report these employees as "recalled" using the return-to-work-date after layoffs end.
Yes, your New Hire report information will be available through quarterly wage reporting. However, quarterly data is often out of date before CSED receives the information. There can be as much as a six month lag between the time when the data is submitted and when it is available to CSED. With New Hire reporting, the data will be available within a significantly shorter time period. Because the data will be more current, non-custodial parents can be located more quickly, allowing child support orders to be established and/or enforced more quickly.
You must first make the determination of whether or not there is an existing employer-employee relationship. If the work being performed is based on a contract rather than an employer-employee relationship, under federal laws you are not required to report. In such a circumstance, the contractor is responsible for reporting his/her employees.
You must report the employer's payroll processing address. The notices and orders for child support income withholding will be sent to this address which allows you to begin the income withholding process. When reporting electronically, you are requested an optional employer address. The letters and other correspondence regarding the employee will be directed to this address. It can be the same as your payroll processing address.
The day when an individual performs services for wages is considered to be the "date started to work".
