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Dos and Don'ts

When completing the Maryland New Hire form, it is essential to follow specific guidelines to ensure accuracy and compliance. Below is a list of things you should and shouldn't do while filling out the form.

  • Do print neatly in capital letters.
  • Do ensure that all required fields are filled out completely.
  • Do double-check the Federal Employer Id Number (FEIN) for accuracy.
  • Do submit the form within 20 days of the employee's hire date.
  • Don't write outside the designated boxes.
  • Don't leave any mandatory fields blank.
  • Don't use abbreviations or shorthand when filling out the form.
  • Don't forget to include the employer's address where income withholding orders should be sent.

Misconceptions

The Maryland New Hire form is essential for employers to report new hires to the state. However, several misconceptions exist about this form. The following list clarifies these misunderstandings.

  • Only large companies need to file the form. This is incorrect. All employers, regardless of size, must submit the Maryland New Hire form for each new hire.
  • The form must be submitted immediately after hiring. While timely reporting is crucial, employers have up to 20 days from the date of hire to submit the form.
  • Only full-time employees need to be reported. This is not true. Employers must report all employees, including part-time and temporary workers.
  • Employers can use any format to submit the form. The form must be completed as specified and submitted either by mail or fax to the designated address.
  • Health care benefits are mandatory to report. While employers must indicate if health care benefits are available, it is not a requirement to provide these benefits.
  • Employers can skip optional fields without consequences. Although some fields are optional, providing complete information can help avoid delays or issues in processing.
  • Once submitted, the information cannot be changed. Employers can correct errors by submitting an updated form if necessary.
  • The Maryland New Hire form is only for state purposes. This is misleading. The information is also used for federal purposes, such as child support enforcement.

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Key takeaways

Filling out the Maryland New Hire form is an essential step for employers in the state. Here are key takeaways to ensure compliance and accuracy:

  • Timeliness is Crucial: Employers must submit the completed form within 20 days of the employee's hire or rehire date. This prompt reporting helps maintain accurate records.
  • Accuracy in Information: It's important to print neatly in capital letters. Avoid touching the edges of the boxes to ensure that all information is legible and correctly processed.
  • Employer Identification: Use the same Federal Employer Identification Number (FEIN) that appears on quarterly wage reports. If you haven't received your State Unemployment Insurance Number (SUIN), write “APPLIEDFOR.”
  • Employee Details Matter: Collect complete employee information, including Social Security Number, date of hire, and salary details. This information is vital for accurate reporting and compliance.
  • Contact Information: Providing optional contact details, such as an email or phone number, can facilitate communication and resolve any potential issues quickly.

By following these guidelines, employers can streamline the reporting process and ensure compliance with Maryland's regulations.

Guidelines on Utilizing Maryland New Hire

After completing the Maryland New Hire form, it is essential to submit it promptly to ensure compliance with state reporting requirements. The form collects important information about both the employer and the new employee, which is used for various administrative purposes. Follow the steps below to accurately fill out the form.

  1. Obtain the Maryland New Hire Registry Reporting Form.
  2. Print the form neatly in capital letters, avoiding contact with the edges of the boxes.
  3. Fill in the Employer Information:
    • Enter the Federal Employer Identification Number (FEIN).
    • If applicable, provide the State Unemployment Insurance Number (SUIN) or write "APPLIEDFOR" if it has not been issued.
    • Input the Employer Name.
    • Provide the Employer Address, including the city, state, and zip code.
    • Optionally, include the Employer Phone and Fax numbers.
    • Optionally, fill in the Contact Name and Email.
  4. Complete the Employee Information section:
    • Enter the Employee Social Security Number (SSN).
    • Input the Date of Hire in the format mm/dd/yyyy.
    • Fill in the Employee First Name, Middle Initial (if applicable), and Last Name.
    • Provide the Employee Address, including the city, state, and zip code.
    • Optionally, enter the Date of Birth in the format mm/dd/yyyy.
    • Indicate the Employee Salary (Hourly, Monthly, or Yearly).
    • Specify if health care benefits are available to the employee (Y/N).
    • Select the Employee Gender (M for Male, F for Female).
  5. Review the completed form for accuracy.
  6. Submit the form by mailing it to the Maryland New Hire Registry at PO Box 1316, Baltimore, MD 21203-1316, or by faxing it to (410) 281-6004 or toll-free to 1 (888) 657-3534.

Form Preview Example

Maryland New Hire Registry Reporting Form

Send completed forms to:

Maryland New Hire Registry PO Box 1316

Baltimore, MD 21203-1316

Fax: (410) 281-6004 or toll-free fax 1 (888) 657-3534

To ensure the highest level of accuracy, please print neatly in capital letters and avoid contact with the edges of the boxes. The following will serve as an example:

A

B

C

 

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EMPLOYER INFORMATION

Federal Employer Id Number (FEIN):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

State Unemployment Insurance Number (MD Only SUIN):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please use the same FEIN that appears on quarterly wage reports.

 

 

If SUIN not issued yet, please write “APPLIEDFOR” in

 

Employer Name:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

the above box. If Exempt, write “EXEMPT”.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer Address (Please indicate the address where the Income Withholding Orders should be sent):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer City:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer State: Zip Code (5 digit):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer Phone (optional):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employer Fax (optional):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contact Name (optional):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Email (optional):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

EMPLOYEE INFORMATION

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee Social Security Number (SSN):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date of Hire (mm/dd/yyyy):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee First Name:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Middle Initial

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(optional):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee Last Name:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee Address:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee City:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Employee State:

Zip Code (5 digit):

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date of Birth mm/dd/yyyy (optional):

 

 

Employee Salary (Dollars and Cents):

 

 

 

 

 

Hourly

 

 

Monthly Yearly

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Are health care benefits available to employee? (Y/N):

 

 

 

 

 

 

 

 

 

Employee Gender (M)ale/(F)emale:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reports must be submitted within 20 days of the date of hire or rehire

 

 

 

 

 

 

 

 

 

 

Rev (09/02)

Questions? Call us at (410) 281-6000 or toll-free 1 (888) MDHIRES (634-4737). Report online at www.mdnewhire.com

Common mistakes

  1. Neglecting to use capital letters: The form specifically requests that individuals print neatly in capital letters. Failing to do so can lead to misunderstandings or misinterpretations of the information provided.

  2. Incorrectly filling out the Federal Employer ID Number (FEIN): It is crucial to use the same FEIN that appears on quarterly wage reports. Mistakes in this number can cause delays in processing and reporting.

  3. Omitting essential employee information: Information such as the Employee Social Security Number (SSN) and Date of Hire are mandatory. Missing these details can lead to incomplete reports and potential legal issues for the employer.

  4. Failing to submit the form on time: Reports must be submitted within 20 days of the date of hire or rehire. Delays in submission can result in penalties or complications with state compliance.

Free Maryland New Hire PDF

Learn More on This Form

What is the purpose of the Maryland New Hire form?

The Maryland New Hire form is used to report newly hired or rehired employees to the Maryland New Hire Registry. This registry helps in the enforcement of child support orders and assists in the prevention of fraud related to public assistance programs. Employers are required to submit this information to ensure compliance with state laws.

How do I submit the Maryland New Hire form?

You can submit the completed Maryland New Hire form by mailing it to the Maryland New Hire Registry at PO Box 1316, Baltimore, MD 21203-1316. Alternatively, you can fax the form to (410) 281-6004 or use the toll-free fax number 1 (888) 657-3534. Make sure to keep a copy for your records.

What information is required on the form?

The form requires detailed information about both the employer and the employee. Employers must provide their Federal Employer Identification Number (FEIN), State Unemployment Insurance Number (if applicable), and contact details. Employee information includes their Social Security Number, date of hire, name, address, salary, and gender. It is important to fill out the form accurately to avoid delays.

When must the Maryland New Hire form be submitted?

The completed form must be submitted within 20 days of the employee's hire or rehire date. Timely reporting is crucial for compliance with state regulations and to support the efficient processing of child support and other benefits.

What should I do if I do not have a State Unemployment Insurance Number?

If you do not yet have a State Unemployment Insurance Number, you should write “APPLIED FOR” in the designated box on the form. This indicates that you are in the process of obtaining the number. If your business is exempt from needing a SUIN, you should write “EXEMPT” in the same box.

Can I submit the form online?

Yes, the Maryland New Hire Registry allows for online reporting. You can visit their website at www.mdnewhire.com to complete the reporting process electronically. This option may save time and ensure quicker processing of your submission.

What if I have questions while filling out the form?

If you have any questions or need assistance while completing the Maryland New Hire form, you can call the Maryland New Hire Registry at (410) 281-6000 or toll-free at 1 (888) MDHIRES (634-4737). They can provide guidance and clarification on any aspects of the form.

What happens if I fail to submit the form on time?

Failing to submit the Maryland New Hire form within the required 20 days can lead to penalties for the employer. It is essential to adhere to this timeline to avoid potential fines and ensure compliance with state laws. Regularly reviewing your hiring practices can help maintain timely submissions.