Vendor New Hire Reporting

1
Vendor New Hire Reporting

• State Software Development Team (SSDT)
• OEDSA Conference, Fall 2008

2
Overview

• New Hire Reporting Requirements/Changes
• Required Information
• When/How/Where to Report
• USAS Vendor New Hire Changes
• Vendor File Changes
• Entry/Report Changes
• VENHIRE Program Changes
• Old Processing Summary
• New Reporting Process with USAS Software

3
Vendor New Hire Changes

• New Reporting Requirements from Ohio New Hire
  Reporting Center
• https //newhirereporting.com/oh-newhire/default.a
  sp
• The definition of Independent Contractor has
  changed in section 3121.89 of the Ohio Revised
  Code. The definition now means an individual
  who provides services to an employer as an
  independent contractor for compensation that is
  reported as income other than wages and who is an
  individual, the sole shareholder of a
  corporation, or the sole member of a limited
  liability company.

4
Vendor New Hire Changes

• Contractor does not include any of the
  following
• An individual performing intelligence or
  counter-intelligence functions for a state agency
  if
• A professionally licensed person who is providing
  services to the employer under that license.
  Professionally licensed person has the same
  meaning as in section 2925.01 of the Ohio Revised
  Code.
• An individual who will receive for the services
  provided under the contract compensation of less
  than two thousand five hundred 2,500 per year
  or a greater amount that the director of job and
  family services establishes by rule adopted under
  section 3121.896 of the Ohio Revised Code.

5
Required Information

• ( designates new or changed
  requirements)
• Contractors Name Address
• Contractors Birth Date
• Contractors SSN or FEIN
• Date Payments Begin
• Length of time (months) the contractor will be
  performing services for the employer

6
When to Report

• ( designates new or
  changed requirements)
• Employers are required to submit their new hire
  reports within 20 days from the date payments
  begin
• Do not report until you know compensation will be
  at least 2,500 per year
• A contractor should be reported each time you
  enter into a contract with them
• If no contract (i.e. PO used), report once a year

7
How to Report

• Electronically
• Via newhire website
• Via electronic file (not supported by USAS)
• Manually
• Printed List
• New Hire Reporting Form
• Copy of the contractors W-9 form
• Be sure to include all required information

8
Where to Report

• Mail To
• Ohio New Hire Reporting Center
• P.O Box 15309
• Columbus OH 43215-0309
• Fax To
• [phone]
• Toll-Free [phone]

9
USAS Vendor New Hire Changes Vendor File Changes

• USAS Vendor file changed
• Hire date changed to Date Payments Begin
• New Hire SSN now New Hire SSN/FEIN
• Added length of service (months)
• Added Last Reported Date

10
USAS Vendor New Hire Changes Entry/Report
Changes

• New Fields Added to
• USASWeb Vendor Module
• USASCN/VENSCN
• VENDOR1 Report

11
USASWeb
12
VENSCN
13
VENDOR1
14
USAS Vendor New Hire Changes VHREPORT Changes

• VENHIRE/VHREPORT Changes
• Selects new hire vendors with YTD gt 2,500.00
• Can calculate date payments begin, if left blank
• Can override with specific vendors to include
• Use to report vendors you know will make 25,000
• Report format updated
• Projection report includes vendors with errors
• Actual option updates Last Reported Date

15
VENHIRE/VHREPORT Screen
N Projection Y Actual
If date blank Y Calculate N
Error
Use this area to override default rules
16
VENHIRE/VHREPORT Report
Pre-Run
Actual
17
VHREPORT Report with Errors
Pre-Run Report
Error Report
18
USAS Vendor New Hire Changes VHRESET Changes

• VENHIRE/VHRESET Changes
• Reset Date prompt removed
• Resets New Hire flag to Reportable
• For ALL vendors with New Hire flag Reported
• Regardless of Last Activity Date

19
VENHIRE/VHRESET
Entry Screen
Report
20
Old Processing Summary

• Report vendor within 20 days of initial hire date
• Once per year, run reset option and report all
  new hires again with any activity during the year
  (to cover the once per year requirement)

21
New Reporting Process

• When vendor meeting Independent Contractor
  criteria is added
• Set as Reportable
• Enter other New Hire reporting fields
• Birthdate is optional
• Can leave date payments begin blank if unknown

22
New Reporting Process (Cont.)

• Every 2 weeks, or twice per month
• Run VENHIRE projection report
• Selects Reportable vendors with YTD gt2500.00
• Fix any errors found
• Run VENHIRE actual report
• Sets to Reported and records reported date
• Send/fax report to ODJFS (or enter via website)

23
New Reporting Process (Cont.)

• Each time contract is signed
• Change vendor to Reportable
• Re-enter new Date Payments Begin
• Will be included next time VHREPORT is run AND
  calendar YTD amount gt2,500.00

24
New Reporting Process (Cont.)

• At Calendar Year End
• Run Reset option
• Resets all Reported vendors to Reportable
• Will be reported again if/when YTD gt 2500.00

25
Questions?