Free Oklahoma New Hire Reporting Form

How to Write Oklahoma New Hire Reporting

After completing the Oklahoma New Hire Reporting form, it is important to submit it to the appropriate agency. This ensures that the information is processed correctly and in a timely manner. Below are the steps to guide you through filling out the form accurately.

1. Download the Oklahoma New Hire Reporting Form from this link.
2. Use either print or type to fill out the form completely.
3. In the Employer Information section, enter the following details:
• Federal Employer Identification Number
• Company Name
• Payroll Processing Address (Line 1, Line 2, Line 3)
• Oklahoma Account Number
• Area Code and Phone Number
• City, State, Country, and ZIP Code
4. In the New or Rehired Employee Information section, provide the following:
• Social Security Number
• First Name, Middle Name, Last Name
• Mailing Address (City, State, ZIP Code)
• Date of Birth (Month, Day, Year)
• Occupation
• Starting Salary (select Hourly, Weekly, Monthly, or Yearly)
• Indicate if the employee is a New Hire or Recalled
• Date Started to Work or Recalled (Month, Day, Year)
• Indicate if dependent health insurance is available (Yes or No)
• Indicate if the person is currently employed with your company (Yes or No)
5. Review the completed form for accuracy.
6. Mail the form to the Oklahoma New Hire Reporting Center at PO Box 52003, Oklahoma City, OK 73152-2003.
7. Alternatively, you can fax the form to 1-800-317-3786 or, if in the OKC Metro Area, to (405) 557-5350.

When filling out the Oklahoma New Hire Reporting form, it is important to follow specific guidelines to ensure accuracy and compliance. Here are some dos and don’ts to keep in mind:

• Do fill out the form completely.
• Do use clear and legible printing or typing.
• Don’t leave any required fields blank.
• Don’t forget to include the Federal Employer Identification Number.

1. Inaccurate Social Security Number: One of the most common mistakes is entering an incorrect Social Security Number. This can lead to delays in processing and potential issues with tax reporting.

2. Incomplete Employer Information: Failing to fill out all sections related to the employer, such as the Federal Employer Identification Number or Oklahoma Account Number, can result in the form being returned or rejected.

3. Missing Employee Details: Omitting critical information about the new hire, like their date of birth or occupation, can cause complications. All fields should be filled out completely to avoid issues.

4. Incorrect Mailing Address: Providing an inaccurate payroll processing address can lead to miscommunication. Ensure that the address is correct and complete to facilitate proper processing.

5. Failure to Indicate Employment Status: Not marking whether the person is a new hire or a recalled employee can create confusion. This information is essential for accurate record-keeping.

6. Neglecting to Sign the Form: Forgetting to sign the form is a frequent oversight. A signature is necessary for the form to be valid and processed appropriately.

There are several misconceptions surrounding the Oklahoma New Hire Reporting form that can lead to confusion among employers and employees alike. Here are six common misunderstandings:

• It is optional to report new hires. Many employers believe that reporting new hires is optional. In reality, all employers in Oklahoma are required by law to report new hires within 20 days of their start date. Failing to do so can result in penalties.
• Only full-time employees need to be reported. Some employers think they only need to report full-time employees. However, the law requires reporting for all new hires, including part-time and temporary workers.
• The form must be submitted in person. There is a common belief that the Oklahoma New Hire Reporting form must be submitted in person. In fact, employers can mail the form or fax it to the appropriate office. This flexibility can save time and resources.
• Only the employee’s name and Social Security number are required. Some employers may think that only basic information is necessary. The form requires comprehensive details, including the employer’s information, employee’s occupation, and starting salary, among other details.
• Reporting is only necessary for new employees. A misconception exists that only new hires need to be reported. In truth, rehired employees must also be reported if they have been separated from the employer for 60 days or more.
• There are no consequences for late reporting. Some employers believe that late reporting is not a serious issue. However, failing to report new hires on time can lead to fines and complications with state and federal agencies.

Understanding these misconceptions can help ensure compliance with the law and promote smoother operations within your business. It is crucial to stay informed and proactive regarding new hire reporting requirements.