Form Nys-209 - Magnetic Media Transmittal For New Hire Reporting
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4NYS-209
(3/06)
Magnetic Media Reporting of Employees Hired or Rehired
1. General Information
Department of Health and Human Services of the state that has
been selected for reporting. Mail the multistate notification to:
This publication describes specifications, formats, and layouts for
reporting new hire information on magnetic media. Employers
DEPARTMENT OF HEALTH AND HUMAN SERVICES
may volunteer to file on magnetic media, but it is not required.
MULTI STATE EMPLOYER REGISTRATION
OFFICE OF CHILD SUPPORT ENFORCEMENT
Change to the definition of hiring date
BOX 509
RANDALLSTOWN MD 21133
Under the new hire reporting requirements, beginning July 1,
2005, employers must use the first day compensated services
Compatibility
are performed by an employee as the hiring date. This would
be the first day any services are performed for which the
Magnetic media formats previously submitted and successfully
employee will be paid wages or other compensation, or the first
processed may continue to be submitted without change, even
day an employee working for commissions is eligible to earn
though the hire date in the employee record is now an optional field.
commissions. For more information, see TSB-M-05(3)I, Change
When processing the media, the Tax Department will expand the
to the Definition of Hiring Date Under the New Hire Reporting
year field contained in the tape creation date of the transmitter
Requirements, or NYS-50, Employer’s Guide to Unemployment
record, and the hire date in the employee record (if reported), to
Insurance, Wage Reporting, and Withholding Tax.
four characters.
Under Chapter 398 of the Laws of 1997, all employers must
2. Submission requirements
report certain identifying information about employees hired or
rehired. Employers have 20 days after the hiring date to report
If you are submitting new hire information on magnetic media,
newly hired or rehired employees who will be employed in New
you must include a properly completed Form NYS-209,
York State. Employers reporting by magnetic media must report
Magnetic Media Transmittal for New Hire Reporting (on page 4,
using two monthly submissions (if needed) not less than 12 nor
which you may copy as necessary). Send the form and media to:
more than 16 calendar days apart. However, employers who
NYS TAX DEPARTMENT
hire or rehire only during the first half or last half of the month
NEW HIRE PROCESSING UNIT
need to submit only one report for that month (within 20 days
PO BOX 15119
after the last hiring date). Those who do not hire or rehire any
ALBANY NY 12212-5119
employees during a month do not need to submit any reports for
that month.
Media must be sent in safe packaging to avoid possible damage
The following information must be reported for each employee:
in transit.
•
employee name
The Tax Department will notify you if it is unable to process
•
employee address
your media. You will be required to resubmit your file if
damaged or in an unacceptable media format.
•
employee social security number
•
employer identification number (EIN)
Diskettes and CD-ROMs will not be returned.
•
employer name
Tape cartridges will be returned after processing if you include:
•
employer address
•
a letter indicating your wish to have the media
•
hire date (optional)
returned, and
New York State employers may now report new hire information
•
a reusable container for shipment, and
electronically by accessing the Tax Department’s New Hire
•
a self-addressed label.
Web site at
Taxpayers who do not comply with these requirements will not
For technical information about these specifications, call
have their cartridges returned.
Employer Outreach at (518) 869-1271.
3. Technical specifications
Multistate employers
Deviations from these prescribed standards are not acceptable.
Employers who have employees in more than one state and
Transmitters of multiple employers must use consolidated files
report using magnetic media may designate one state (in
rather than a separate file for each employer or client of the
which he or she has employees) to report all new hires. These
transmitter.
multistate employers electing one state must notify the federal
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