Fill Out a Valid Oklahoma New Hire Reporting Template Access Form Here

Fill Out a Valid Oklahoma New Hire Reporting Template

The Oklahoma New Hire Reporting Form OES112(03-08) is a crucial document for employers in Oklahoma, requiring the submission of information about newly hired or rehired employees. Employers must complete it fully and either mail it to the Oklahoma New Hire Reporting Center or submit it via fax. To ensure compliance with state employment regulations, employers are encouraged to accurately report new hires promptly. Click the button below to access the form and begin the process.

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Every employer in Oklahoma has a crucial role to play in ensuring the timely and accurate reporting of new or rehired employees, a process facilitated by the Oklahoma New Hire Reporting Form, OES112(03-08). This vital procedure not only aids in the speedy collection of child support but also contributes to the accuracy of employment statistics within the state. Designed for thoroughness, employers are required to complete this form with detailed information regarding both their company and the employees they are reporting. This includes employer identifiers like the Federal Employer Identification Number and the company's contact information, alongside the new or rehired employee's social security number, name, contact details, occupation, starting salary, and the status of their employment. By mandating that this form be filled out entirely and either mailed to the Oklahoma New Hire Reporting Center or submitted via fax, the state ensures that the tracking of employment changes is both streamlined and efficient. A digital copy of the form is also accessible, simplifying the process for those who prefer electronic readiness. The inclusion of specifics such as the availability of dependent health insurance and the exact start date further underscores the comprehensive nature of the information being solicited, painting a complete picture of the employment landscape in Oklahoma at any given time.

Sample - Oklahoma New Hire Reporting Form

 

Oklahoma New Hire Reporting Form

OES112(03-08)

Please fill out completely and mail to:

Oklahoma New Hire Reporting Center

Download a copy of this form at:

www.ok.gov/oesc/index.php?c=11

(PRINT or TYPE Please!)

PO Box 52003

 

 

 

Oklahoma City OK 73152-2003

OKDHS - Oklahoma Employer Services Center Information Number:

OR FAX to:

1-800-317-3786 or OKC Metro Area (405) 557-5350

1-866-553-2368 or OKC Metro Area (405) 522-5550

Federal Employer Identification Number

-

Company Name

Payroll Processing Address Line 1

Payroll Processing Address Line 2

Payroll Processing Address Line 3

Employer Information

Oklahoma Account Number

-

Payroll Processing Area Code, Phone Number

 

Extension

 

 

 

 

 

 

City

 

State

 

 

 

 

 

 

Country

 

 

 

 

 

 

 

 

 

ZIP Code

 

 

 

 

 

 

 

 

 

New or Rehired Employee Information

Social Security Number

 

 

 

_

 

 

 

_

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

First Name

 

Middle

 

 

 

 

Last Name

 

 

 

 

 

 

 

 

 

 

 

 

 

Mailing Address

City

State

 

 

 

 

 

 

 

 

 

ZIP Code

 

 

 

 

 

 

 

 

 

 

 

 

 

-

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date of Birth

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Month

 

 

 

Day

 

 

 

 

 

 

Year

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Occupation

Starting Salary

 

 

 

 Hour

 Week

 Commission / Other

$

 

 

 

 

 

 

 

 Month

 Year

 

 

 

„ New Hire

 

„ Recalled

 

 

 

 

 

 

 

State of Hire

 

 

 

 

 

 

 

 

 

Date Started to Work or Recalled

 

 

 

 

 

 

Month

 

 

 

Day

 

 

 

Year

 

 

 

 

 

 

 

 

 

 

 

 

Dependent health insurance available?

 

 

 

 

 

 

‚ Yes

‚ No

 

 

 

 

 

 

Is this person currently employed with your company?

 

 

 

 Yes

 No

 

 

 

 

 

 

Document Information

Fact Detail
Form Title Oklahoma New Hire Reporting Form OES112(03-08)
Submission Address PO Box 52003 Oklahoma City OK 73152-2003
Download URL www.ok.gov/oesc/index.php?c=11
Contact Information Fax: 1-800-317-3786 or (405) 557-5350 / Info Number: 1-866-553-2368 or (405) 522-5550
Employer Information Required Federal Employer Identification Number, Company Name, Payroll Processing Address, Oklahoma Account Number, Phone Number
New or Rehired Employee Information Required Social Security Number, Full Name, Address, Date of Birth, Occupation, Starting Salary, Date Started Work, Health Insurance Availability, Current Employment Status

Guide to Filling Out Oklahoma New Hire Reporting

Filling out the Oklahoma New Hire Reporting Form is a key step in the employment process, ensuring that all necessary governmental entities are informed about your new or rehired employees. This straightforward document plays an essential role in maintaining compliance with state employment laws. By following a series of simple steps, you'll be able to complete this form accurately and efficiently, making sure you’re on the right side of state requirements.

  1. Access and download a current copy of the Oklahoma New Hire Reporting Form at www.ok.gov/oesc/index.php?c=11.
  2. Ensure that all information is printed or typed clearly to avoid any potential misunderstandings or delays in processing.
  3. Begin by entering your Federal Employer Identification Number in the designated space to identify your business accurately.
  4. Fill in your Company Name and the Payroll Processing Address, including line 1, line 2, and line 3, if applicable, followed by the City, State, Country, and ZIP Code.
  5. Provide the Oklahoma Account Number and your contact information in the Payroll Processing Area Code, Phone Number, and Extension.
  6. Move on to the New or Rehired Employee Information section, starting with the employee's Social Security Number.
  7. Input the employee's First Name, Middle Name (if applicable), and Last Name.
  8. Enter the employee's Mailing Address, including City, State, and ZIP Code.
  9. Fill in the Date of Birth with the Month, Day, and Year.
  10. Specify the employee's Occupation and their Starting Salary, marking the appropriate time period (hour, week, month, year) or selecting commission/other if relevant.
  11. Tick the appropriate box to indicate if the employee is a New Hire or Recalled.
  12. Record the Date Started to Work or was Recalled, using Month, Day, Year format.
  13. Answer whether dependent health insurance is available by selecting Yes or No.
  14. Indicate whether the person is currently employed with your company by ticking Yes or No.
  15. Review the form to ensure all information is accurate and complete.
  16. Mail the completed form to:
    • Oklahoma New Hire Reporting Center
    • PO Box 52003
    • Oklahoma City, OK 73152-2003
  17. Alternatively, the form can be faxed to 1-800-317-3786 or within the OKC Metro Area to (405) 557-5350.

Once submitted, your part in this aspect of the hiring process is complete. This form is a crucial step in ensuring compliance with state employment regulations, helping to keep the gears of administration turning smoothly as you welcome new members to your team. Remember, timely and accurate submission of the Oklahoma New Hire Reporting Form is not just about following rules; it's about contributing to the larger picture of employment and economic health in Oklahoma.

Get Clarifications on Oklahoma New Hire Reporting

  1. What is the purpose of the Oklahoma New Hire Reporting form?

    This form helps the state keep track of new or rehired employees. It ensures that child support obligations are enforced and helps in locating parents who owe child support. Reporting new hires also aids in the prevention of unemployment insurance fraud.

  2. Who needs to fill out this form?

    Every employer in Oklahoma is required to complete this form for each new employee or for employees who are rehired, including those who have been laid off for 60 days or more.

  3. What information is required on the form?

    Employers must provide their Federal Employer Identification Number, company name, payroll processing address, and contact information. For the employee, the form requests their social security number, name, mailing address, date of birth, occupation, starting salary, and whether they are newly hired or rehired. Additional details include the hire or recall date and whether dependent health insurance is available.

  4. How can the form be submitted?

    The completed form can be mailed to the Oklahoma New Hire Reporting Center at the address provided on the form. Alternatively, it can be faxed to the numbers also listed on the form.

  5. Is there a deadline for submitting this form?

    Yes, the form should be submitted within 20 days of the employee's start date. For employers submitting electronically or by magnetic media, the deadline extends to twice a month, no less than 12 days and no more than 16 days apart.

  6. Are there penalties for not reporting or late reporting?

    Employers who fail to report or submit late reports may face penalties. It's crucial to adhere to submission deadlines to avoid potential fines.

  7. Can the form be filled out online?

    While this specific document does not mention online submission, employers are encouraged to visit the provided website for potential online reporting options or more information about electronic submissions.

Common mistakes

  1. Not providing a complete Federal Employer Identification Number (F.E.I.N.), which is essential for identifying the company.

  2. Leaving out or incorrectly entering the Social Security Number of the new or rehired employee, which is crucial for tracking and reporting purposes.

  3. Failing to specify the employment status - whether the individual is a new hire or recalled employee, which can lead to confusion and improper classification.

  4. Incorrectly filling in the Date Started to Work or Recalled, or leaving this field blank, which interferes with timely reporting.

  5. Omitting the employee’s occupation, a detail that helps in identifying job trends and workforce development needs.

  6. Forgetting to mark whether dependent health insurance is available, which is important for state records and benefits eligibility determination.

  7. Misreporting salary details or not specifying the salary period (hour, week, month, year), leading to inaccurate wage data.

  8. Neglecting to provide complete address information for both the company (payroll processing address) and the employee, which is necessary for contact purposes.

  9. Overlooking to answer if the person is currently employed with the company, which affects employment statistics and might lead to duplicate entries.

  10. Submitting the form with illegible handwriting when the instruction specifically requests to PRINT or TYPE, which can result in errors or delays in processing.

Getting these details right on the Oklahoma New Hire Reporting Form ensures timely and accurate submission, which is not only a legal requirement but also supports state efforts in managing employment services and benefits.

Documents used along the form

When businesses in Oklahoma onboard new employees, they are required to fill out the Oklahoma New Hire Reporting Form. While this form is essential for reporting purposes, there are several other documents that employers often need to gather or provide during the hiring process. These documents ensure compliance with various state and federal regulations, safeguard the rights of employees, and help in the efficient management of employee records.

  • I-9, Employment Eligibility Verification: This federal form is required for verifying the identity and employment authorization of individuals hired for employment in the United States. Employers must ensure that each new employee completes and signs Section 1 of this form no later than the first day of work for pay.
  • W-4, Employee's Withholding Certificate: This form is used by employers to withhold the correct federal income tax from employees' pay. It helps employers calculate and withhold the correct amount of federal income tax from employees' wages.
  • State W-4: Similar to its federal counterpart, some states require a state-specific W-4 form to determine the amount of state income tax to withhold from an employee's paycheck. Oklahoma has its own version for state tax withholding purposes.
  • Direct Deposit Authorization Form: Many employers offer direct deposit of wages into a bank account as a convenience for their employees. This form collects banking details from employees to set up the direct deposit arrangement.
  • Employee Handbook Acknowledgment Form: While not a legal requirement, many employers provide an employee handbook that outlines policies, procedures, and expectations. An acknowledgment form signed by the employee confirms that they have received, understood, and agreed to abide by the contents of the handbook.
  • Emergency Contact Information Form: This form gathers information about who to contact in case of an emergency involving an employee. It typically includes names, relationship to the employee, and contact details of one or more individuals.

Besides the Oklahoma New Hire Reporting Form, these documents play a crucial role in establishing a clear and compliant foundation for the employer-employee relationship. Gathering and maintaining these forms can also aid in administrative tasks, payroll processing, and ensuring workplace safety. Employers must stay informed about which documents are required and ensure they are completed accurately and retained as per applicable laws and regulations.

Similar forms

The Oklahoma New Hire Reporting form, designed for employers to report newly hired or rehired employees, has several counterparts in the legal and administrative world, aimed at streamlining various reporting requirements and ensuring compliance with statutory obligations. Similar forms and documents play a pivotal role in maintaining transparent and efficient administrative processes across different sectors.

The W-4 Form, issued by the Internal Revenue Service (IRS), is an essential document for employees in the United States, bearing resemblance to the Oklahoma New Hire Reporting form. While the Oklahoma form collects information for state employment records, the W-4 is used by employers to determine the correct federal income tax to withhold from employees' wages. Despite their different end uses, both require personal and employment details to fulfill legal requirements.

Employment Eligibility Verification Form I-9 is another key document, similar to the Oklahoma New Hire Reporting form, but focused on verifying an employee's legal authorization to work in the U.S. Both forms are mandatory for employers and serve to ensure compliance with federal and state laws, although the I-9 specifically addresses immigration and employment authorization.

The Quarterly Wage Report is filed by employers with their relevant state's unemployment insurance program, akin to the Oklahoma New Hire Reporting form's role in the employment sector. This report lists employees and their earnings to calculate unemployment benefits, aligning with the Oklahoma form in its function to record employment details for state reference.

Worker's Compensation First Report of Injury forms are required when an employee sustains a work-related injury or illness. While serving a different purpose from the Oklahoma New Hire Reporting form, both documents are crucial for legal compliance and must be accurately completed by employers to document significant employment and health-related events.

The Employee's Withholding Certificate for Local Earned Income Tax, applicable in certain jurisdictions, resembles the Oklahoma New Hire Reporting form. This document captures information pertinent to local taxes, demonstrating the interconnected nature of employment documentation and the importance of detailed employee records for fiscal responsibilities.

The State-Specific New Hire Reporting forms, existing in other U.S. states beyond Oklahoma, directly parallel the Oklahoma form in intent and content. Each state mandates its version of the new hire reporting form, adhering to the federal requirement to collect and submit information on newly hired employees, showcasing a nationwide commitment to tracking employment changes for child support and other legal purposes.

The Direct Deposit Authorization forms provided by many employers to their employees share the operational intent with the Oklahoma New Hire Reporting form. Although focused on banking information to facilitate electronic wage payments, both forms streamline the administrative aspects of employment, ensuring accurate and timely processing of essential data.

In conclusion, the Oklahoma New Hire Reporting form is part of a larger family of documents integral to the administrative and legal frameworks governing employment in the United States. These forms, despite their varied specific purposes, collectively support regulatory compliance, employee rights, and the smooth operation of payroll and benefits systems across the country.

Dos and Don'ts

When completing the Oklahoma New Hire Reporting Form, accuracy and thoroughness are crucial. To ensure this process is handled efficiently, here are some guidelines to keep in mind:

Do:
  • Print or type the information clearly to avoid any misinterpretations.
  • Ensure all fields are completed, providing as much detail as possible.
  • Verify the accuracy of the information, especially the Social Security Number and employment start date.
  • Include the correct Federal Employer Identification Number and Oklahoma Account Number to ensure proper identification.
  • Report any depends on health insurance availability, as this information is crucial.
Don't:
  • Leave any sections blank. If a section does not apply, indicate with "N/A" or "None" as appropriate.
  • Forget to indicate whether the employee is a new hire or rehired.
  • Misstate the employee's start date or salary information, as this can lead to issues with state reporting requirements.
  • Submit the form without double-checking for errors or omissions. Taking a moment to review can prevent unnecessary delays.

Adhering to these guidelines not only fulfills legal obligations but also contributes to a smooth onboarding process for new employees. For further assistance or clarification, the Oklahoma New Hire Reporting Center offers resources and support.

Misconceptions

The Oklahoma New Hire Reporting Form is pivotal for employers, yet several misconceptions surround its use and purpose. Addressing these misunderstandings is crucial for compliance and accuracy in reporting.

  • One common misconception is that only large companies need to report new hires. In reality, all employers, regardless of size, are required to report new or rehired employees to the Oklahoma New Hire Reporting Center.

  • Another error is believing the form is only for full-time employees. Employers must report all employees, including part-time, temporary, and seasonal workers.

  • Some think the reporting is purely for tax purposes. While it assists in tax processes, its primary aim is to aid in the enforcement of child support obligations.

  • There’s a belief that reporting can be delayed until the payroll is processed. Employers are actually required to report new hires within 20 days of their start date, regardless of the payroll schedule.

  • A misconception exists that rehires after a long break don't need to be reported. Any employee who has been separated for at least 60 days needs to be reported upon rehiring.

  • Some understand it as necessary to report only if the employment is expected to be long-term. However, even short-term or temporary workers need to be reported, regardless of the expected duration of employment.

  • Lastly, there’s an incorrect assumption that the form is complex and time-consuming. With the option to download the form online and submit via mail or fax, the process is designed to be straightforward and efficient.

Clarifying these misconceptions ensures employers fulfill their reporting obligations accurately and helps streamline the process for both the state and businesses involved.

Key takeaways

When you're getting ready to fill out the Oklahoma New Hire Reporting Form, it’s important to have all the necessary information at hand to make the process smooth and to remain compliant with state regulations. Here are some key takeaways to keep in mind:

  • Complete all fields: It’s crucial to fill out every section of the form thoroughly. Missing information can lead to delays and the potential for penalties under state law.
  • Understand the purpose: The Oklahoma New Hire Reporting Form plays a vital role in helping the state collect and maintain employment data. This information aids in enforcing child support orders, among other uses, so filling it out accurately is not just about compliance but also contributing to a system that supports family welfare.
  • How to submit the form: You have options when it comes to submitting the form. It can be mailed to the Oklahoma New Hire Reporting Center or faxed. Choose the method that’s most convenient and reliable for you, keeping in mind the deadlines.
  • Pay attention to the deadlines: Timely reporting is key. New hires must be reported within 20 days of their start date. Staying on top of these deadlines helps avoid any potential issues or penalties for late reporting.
  • Keep records: After submitting the form, keep a copy for your records along with any confirmation or receipt of submission. This documentation could be crucial in case there are any questions or discrepancies in the future.

By following these guidelines, employers can ensure they are in full compliance with Oklahoma’s new hire reporting requirements. This not only helps the state maintain accurate employment data but also supports efforts to enforce child support obligations.

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