New Hire Reporting Requirements in Montana
Federal law requires every state to run a new-hire reporting program (it's used mainly for child support enforcement). Montana's program is administered by the Montana New Hire Reporting Center. Here's the short version.
The requirement
Every employer must report each new employee and each rehired employee to the Montana New Hire Reporting Center within 20 days of the hire date.
'Rehire' means an employee returning after a 60-day gap in employment.
What to report
Employee name, address, SSN, date of hire, and state of hire.
Employer name, address, and FEIN.
How to file
Online at newhire-reporting.com/MT-Newhire — free.
By mail or fax using the Montana New Hire Reporting Form (also usable as a substitute for a completed W-4).
Most payroll providers (Gusto, QBO Payroll, ADP, Paychex) file automatically when you add a new employee. Verify this in your provider's dashboard for your first hire — don't assume.
Penalties
Montana can assess up to $25 per unreported new hire and up to $500 per conspiracy to avoid reporting. Small penalties, but easy to avoid.
A quick disclaimer
This article is general information for Montana small business owners, not tax, legal, or accounting advice for your specific situation. Rules change, and how they apply depends on facts we don't know about you. Before acting on anything you read here, talk to a qualified professional. If you're a Montana business owner and want a real conversation about your books, payroll, or tax, that's what Marlow Accounting is here for — call 406-290-1214 or schedule a discovery call.