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National Directory of New Hires

National Directory of New Hires. Office of Child Support Enforcement Administration for Children and Families Department of Health and Human Services. What is the NDNH?. National database of wage and employment information New Hire Reports Employee SSN, name and address

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National Directory of New Hires

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  1. National Directory of New Hires Office of Child Support Enforcement Administration for Children and Families Department of Health and Human Services

  2. What is the NDNH? • National database of wage and employment information • New Hire Reports • Employee SSN, name and address • Employer FEIN, name and address • Date of hire • Optional data elements: DOB and employer optional address (income withholding)

  3. What is the NDNH? • Quarterly wage reports • Employee SSN, name and wages • Reporting quarter • Employer FEIN • Employer name and address • Unemployment compensation claims • Claimant name, SSN and address • Claimant benefit amount • Reporting period

  4. What is in the NDNH? • Approximately 1.4B individual employment records (data is retained for 24 months) • In FY 2011 NDNH added: • 48.6 M New Hire (W-4) data on newly hired employees • 585.1 M Quarterly Wage (QW) data on wage earners • 49.1M Unemployment compensation claims (zero payments and applications) • Data reported from 54 states and territories and all federal agencies • State directories of new hires (W-4) • Federal payroll agencies (W-4, QW) • State Workforce Agencies (QW, unemployment insurance (UI) claims)

  5. NDNH Reporting • State Workforce Agencies (SWA) • Report QW within 4 months after quarter • Report UI within 1 month after quarter • Federal Agencies • Report W-4 within 20 days • Report QW within 1 month after quarter • State Directory of New Hires (SDNH) • Report W4 daily

  6. NDNH Submission Recommendations • Submit QW records weekly or monthly • Submit all records processed • Submit employee name information • Automate e-IWO process • About 15 UI agencies accept direct IWOs from all states—in the other states, a two state case must be opened.

  7. Why the NDNH? • Primary purpose is to assist state child support agencies to enforce support orders • Congress amended the Social Security Act to provide access to NDNH information for secondary purposes: • Verify eligibility for needs-based programs • Reduce improper payments • Collect federal debts

  8. NDNH Strengths 8 • 97% of all records submitted to the NDNH are available for matching • SSN/name combinations submitted to the NDNH are verified as accurate by the Social Security Administration • Some states do not submit any or enough name information in their QW records for verification: AZ, CO, DC, IA, KS, ME, NC, PR, WV, WY • SSNs with missing names are confirmed to be valid SSNs and stored in the NDNH as “non-verifiable” • Only “verified” or “non-verifiable” records are available for matching • Several State Workforce Agencies (SWA) submit quarterly wage (QW) records more frequently than quarterly • 9 states submitting weekly: FL, ID, IN, MI, NC, OK, TX, VA, VI • 3 states submitting monthly: GA, WA, WV

  9. Benefits of NDNH Data - 2010 • TANF – state agencies avoided nearly $2.7 million in costs they would otherwise have erroneously incurred • SNAP – avoided $1.5M in its first month • DOL – use of SDNH and NDNH matching saved approximately $182.9 million, due to eligibility errors and early detection of benefit earnings • HUD – NDNH data indicates that intentional unreported income results in an overpayment of $203.2 million in annual HUD subsidy costs

  10. Benefits of NDNH Data - 2011 • FMS – 14% increase of AWG notices from FY2010 resulting in collections of $27.2 million • SSA – annual benefits of approximately $651.6 million in prevention of future overpayments and adjustments of incorrect payment amounts in the Supplemental Security Income program.

  11. NDNH Monitoring • Monitor data submissions and file content to proactively ensure data quality • Work with submitters to address issues identified • New Hire reports are comparable to Bureau of Labor Statistics

  12. What identifies people in the NDNH? • Social Security numbers and names • SSNs/names submitted to NDNH are verified by SSA. • Use first three characters of first name and first five of last name • Use nicknames and alternate spelling

  13. Re-Hire/Contractor Submission • 31 states have legislation requiring new hire reporting of re-hires • Some states require contractor reporting • Many employers report re-hires as new hires regardless of legislative requirements • NDNH does not distinguish contractors/re-hires from new hires

  14. QW - Covered Employment • Not every employee’s quarterly wages are reported to SWAs • Exception examples • Agricultural workers • Domestic workers • Individuals paid on commission (real estate, insurance agents) • Exceptions vary by state

  15. Authorized Agencies • Congress has given certain specific state and federal agencies access to the NDNH for specific purposes: • Social Security Administration • Internal Revenue Service • Department of Education • Department of Housing and Urban Development • State Workforce Agencies • Department of Treasury-Financial Management Services • Programs funded under Title IV-A • Programs funded under Title IV-D (child support enforcement programs)

  16. SWA - NDNH Participation • 52 states have matched at least once with the NDNH • 29 States have requested QW data in CY 2011

  17. SWA - Data Matching Purpose • Eligibility • Fraud deterrence • Skip tracing • Re-employment • Benefit Accuracy Measurement (BAM) • Ad-hoc reporting

  18. SWA - Match Requirements • Weekly match against W4 and QW • SSNs (required) • First and last name (required) • SSN verification request indicator

  19. Data Elements Submitted and Received New Hire: • Passback data field • Match indicator • From date • Through date • Same state data indicator • QW: • Match code • Same state data indicator • From reporting period • Through reporting period

  20. Data Elements Submitted and Received • W4 data for the requested dates or the entire NDNH file (2 years) • QW data for the requested periods or the entire NDNH file (2 years) • Verification possibilities: • Verified – name and SSN match • Non-Verifiable – records without sufficient name data

  21. OCSE Contact Information • Jennifer Morgan, SWA Liaison: • Jennifer.morgan@acf.hhs.gov • 202-401-6494 • 901 D Street, SW 4th Floor East Washington, DC 20447 • NDNH Team Representative: • http://www.acf.hhs.gov/programs/cse/newhire/contacts/ndnh_contacts.htm

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