Form Nys-209 - Electronic Media Reporting Of Employees Hired Or Rehired
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4NYS-209
(6/11)
Instructions for Electronic Media Reporting of
Employees Hired or Rehired
1. General Information
New York State employers may report new hire
information electronically by accessing the Tax
This publication describes specifications, formats, and
Department’s New Hire Web site at
layouts for reporting new hire information on electronic
or by fax at (518) 320-1080.
media. Employers may volunteer to file on electronic
For technical information about these specifications, call
media, but it is not required.
Employer Outreach at (518) 320-1079.
Under Chapter 398 of the Laws of 1997, all employers
Multistate employers
must report certain identifying information about
employees hired or rehired. Employers have 20 days after
Employers who have employees in more than one state
the hiring date to report newly hired or rehired employees
and report using electronic media may designate one
who will be employed in New York State. Employers must
state (in which he or she has employees) to report all
use the first day compensated services are performed
new hires. These multistate employers electing one state
must notify the federal Department of Health and Human
by an employee as the hiring date. This would be the
Services of the state that has been selected for reporting.
first day any services are performed for which the
Mail the multistate notification to:
employee will be paid wages or other compensation, or
the first day an employee working for commissions is
DEPARTMENT OF HEALTH AND HUMAN SERVICES
MULTI STATE EMPLOYER REGISTRATION
eligible to earn commissions. For more information, see
OFFICE OF CHILD SUPPORT ENFORCEMENT
Publication NYS-50, Employer’s Guide to Unemployment
BOX 509
Insurance, Wage Reporting, and Withholding Tax.
RANDALLSTOWN MD 21133
Employers reporting by electronic media must report
2. Submission requirements
using two monthly submissions (if needed) not less
than 12 or more than 16 calendar days apart. However,
If you are submitting new hire or rehire information on
employers who hire or rehire only during the first half or
electronic media, you must include a properly completed
last half of the month need to submit only one report
Form NYS-209, Electronic Media Transmittal for New Hire
for that month (within 20 days after the last hiring date).
Reporting (on page 4, which you may copy as necessary).
Those who do not hire or rehire any employees during a
Send the form and media to:
month do not need to submit any reports for that month.
NYS TAX DEPARTMENT
The following information must be reported for each
NEW HIRE PROCESSING UNIT
PO BOX 15119
employee:
ALBANY NY 12212-5119
• employee name
Media must be sent in safe packaging to avoid possible
• employee address
damage in transit.
• employee social security number
The Tax Department will notify you if it is unable to
• employer identification number (EIN)
process your media. You will be required to resubmit your
• employer name
file if damaged or in an unacceptable media format.
• employer address
CD-ROMs will not be returned.
• hire date
• employee eligibility for dependent health insurance
coverage and if eligible;
• date employee is eligible for coverage
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