Vendor New Hire Reporting

1. Vendor New Hire Reporting

2. Vendor New Hire New Reporting Requirements from Ohio New Hire Reporting Center https: //newhirereporting.com/oh-newhire/default.asp 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. “

3. Vendor New Hire “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.

4. Required Information (* designates new or changed requirements) • Contractor’s Name & Address • Contractor’s Birth Date • Contractor’s SSN or FEIN* • Date Payments Begin* • Length of time (months) the contractor will be performing services for the employer*

5. 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

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

7. USASWeb

8. VENSCN

9. USAS Vendor New Hire – VHREPORT • VENHIRE/VHREPORT: • Selects new hire vendors with YTD >= $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 • Projection report includes vendors with errors • Actual option updates ‘Last Reported Date’

10. VENHIRE/VHREPORT Screen N = Projection Y = Actual If date blank: Y = Calculate N = Error Use this area to override default rules

11. VENHIRE/VHREPORT Report Pre-Run Actual

12. 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

13. Reporting Process (Cont.) • Every 2 weeks, or twice per month: • Run VENHIRE “projection” report • Selects Reportable vendors with YTD >=$2500.00 • Fix any errors found • Run VENHIRE “actual” report • Sets to “Reported” and records reported date • Send/fax report to ODJFS (or enter via website)

14. 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 >=$2,500.00

15. Reporting Process (Cont.) • At Calendar Year End: • Run Reset option • Resets all “Reported” vendors to “Reportable” • Will be reported again if/when YTD >= $2500.00

16. Questions?