Use Form DE 340 (NOTE: Do not submit the W-4 Quarterly Wage Declaration Form or Form DE-6.) For more information on recovering DE 340, see Independent Contractor Reports on the State of California website. All California employers must report all of their new or rehired employees working in California to the New Employee Registry within 20 days of starting work on the first day of work. Any employee who is reinstated after a separation of at least 60 consecutive days must also be reported within 20 days. Employers who file electronically must submit two files per month that are at least 12 days apart and no more than 16 days apart. No report should be submitted if it is not necessary to report new or rehired employees. The information received on newly hired employees is also compared to the disability and workers` compensation databases. This has proven to be very effective in detecting fraudulent claims and has shown employers significant savings in the payment of workers` compensation benefits. To report new employees, by email or fax to: Employee nameEmployal addressEmployed addressEmployed date#Employee year of employmentDate of birth Year of employmentCountry of employmentState of employment Employers may be charged a penalty of $24 for any failure to report the hiring or reinstatement of an employee within the required time. If the non-declaration is an intentional agreement between the employer and the employee not to provide the required information or to provide a false or incomplete report, a fine of $490 may be imposed.

As if that wasn`t enough paperwork to keep you busy, there`s another step required when hiring your first employee in California. All employers must use the e-Services for Business website to submit a report on a new employee. As long as you complete this step within 20 days of your new employee`s first day of work and provide basic information such as your payroll tax number, EIN, and other required information, you are defined in terms of reporting obligations. The list of forms required to hire your first employee in California may seem long at first glance. However, it is important to keep in mind that each of these documents serves to protect you and your employees. Employers who hire employees in more than one state may choose to electronically report all newly hired employees to a state where they have employees. This will relieve employers of the need to report new employees to several different states. Employers in multiple states who choose to apply in one state must notify the Child Support Enforcement Office of the Federal Department of Health and Human Services. Federal law requires all employers to report information about newly hired employees to the Federal Register of New Employees. A new California law extends this reporting requirement to all independent contractors who have been paid or contractually required to pay $600 or more in one year. The reported information is then matched by computers to identify these new employees with individuals with child benefit orders.

Employment information is shared with child support agencies to track the collection of support. Each newly hired or rehired employee must be reported. This includes employees of all ages, those who work less than a full day, part-time and seasonal workers, and those who leave their jobs before the 20th business day. You may want to ask your new employee to sign a non-disclosure agreement (NDA) to protect your company`s protected information. California employers may also provide their employees with an employee handbook or written standards of conduct. While you`ll undoubtedly focus on writing new employees` documents, it`s important to make sure you`re also properly insured with business insurance, especially if this is your first hire. Each new employee you hire will have to fill out a specific set of forms, and you should provide them with different types of documents and brochures. Let`s take a closer look at the forms and documents you need before your employee`s first day on the job. .