Hibou Odoo Suite Enterprise: State of California: New Hire Reporting


Purpose

The purpose of this documentation is to outline the processes and requirements associated with doing your new hire reporting in the state of California. 

    New Hire Reporting

    All employers are required by law to report all newly hired or rehired employees to the New Employee Registry (NER) within 20 days of their state-of-work date, which is the first day services were performed for wages.

    Newly hired employees are those individuals who have not previously been included on your payroll. Rehired employees are those individuals who were previously included on your payroll, left your employment, and were rehired after a separation of at least 60 consecutive days. If an employee returns to work after a layoff or leave of absence and is required to complete a new IRS Employee’s Withholding Allowance Certificate (Form W-4), you must report the employee as a new hire. 

    If you acquire an ongoing business and employ any of the former owner’s workers, these employees are considered new hires, and you should report them to the EDD’s NER.

    Filing Options for Reporting New or Rehired Employees:

    If you are not able to obtain a DE 34 by the due date, file an informal report or a copy of the employee’s Form W-4 to avoid penalty and interest charges. Your informal report must include all the information listed in the 2019 California New Employer's Guide (page 53).  

    Mail or fax your new employee information to: 

    Employment Development Department Document Management Group

    MIC 96, PO Box 997016

    West Sacramento, CA 95799-7016

    Fax: 916-319-4400

    For additional information on new employee electronic filing, refer to the following:

    • Electronic Filing Guide for the New Employee Registry Program (DE 340)

    • The NER FAQs

    • Contact the Taxpayer Assistance Center by phone at 1-888-745-3886.