Reporting New Employees
The Idaho Legislature has established an automated State directory of new hires to be administered by the Idaho Department of Labor (herein after “Department”). The State directory of new hires provides a means for employers to assist in the State’s efforts to prevent fraud in the welfare, worker’s compensation, and unemployment insurance programs; to locate individuals to establish paternity; to locate absent parents who owe child support; and to collect support from those parents by reporting information concerning newly hired and rehired employees directly to a centralized State database.
The RISE Charter School will report the hire or rehire of an individual by submitting to the department a copy of the employee’s completed and signed United States internal revenue service form W-4 (employee’s withholding allowance certificate). Before submitting the W-4 form, the RISE Charter School will ensure that the W-4 form contains the following information:
1. The employee’s name, address, and social security number;
2. The RISE Charter School’s name, address, and federal tax identification number;
3. The RISE Charter School’s Idaho unemployment insurance account number, which must be designated at the bottom of the form; and
4. The employee’s date of hire or rehire, which must be designated at the bottom of the form.
This RISE Charter School will report the hiring or rehiring of any individual to the department within twenty (20) calendar days of the date the employee actually commences employment for wages or remuneration. The report will be deemed submitted on the postmarked date or, if faxed or electronically submitted, on the date received by the Department. A copy of the report will be retained by the RISE Charter School, and the copy will set forth the date on which the report was mailed, faxed, or electronically transmitted.
Should the RISE Charter School choose to file its report electronically, the RISE Charter School will comply with the Department’s regulations of such transmissions. Electronically transmitted reports will be filed by two monthly transmissions if necessary, not less than twelve (12) days apart and not more than sixteen (16) days apart.
The RISE Charter School is not liable to the employee for the disclosure or subsequent use of the information by the Department or other agencies to which the Department transmits the information.
Legal Reference:
I.C. § 72-1601, et seq. State Directory of New Hires
Policy History:
Adopted on: July 12, 2021
Revised on:
Reviewed on: