NH Agency Reqirements and Forms
New Hampshire Employment Security (NHES) requires that businesses submit the following forms when hiring employees:
- Employer Status Report
- New Hire Report Form
- Wage and Tax Report (quarterly).
- Links to these NHES forms.
Worker’s compensation insurance coverage is required for businesses employing one or more full- or part-time employees. Before deciding that your employees are independent contractors, consult with employment counsel because a misclassification can be costly: a daily fine per uninsured employee can be assessed. Your worker’s compensation insurance carrier is responsible for filing the notice of coverage with New Hampshire Department of Labor (NHDOL). However, businesses should double-check that has been done by going to the NHDOL website and entering the company’s name in the Verification of Coverage field.
Businesses must complete a W-4 for each employee and a Form I-9 with correct supporting documentation. An incomplete or incorrect Form I-9 can result in NHDOL fines. Businesses are required to keep accurate, written, employment records such as:
- Written notice to employees about rate of pay, how they will be paid (hourly or salary, commissions, piece rate and/or flat rate), when they will be paid and whether and which benefits they will receive. Employees should sign the notice to minimize any disputes later on. The form should be updated and resigned by employees when there is a change to wages and/or benefits.
- Payroll deductions other than those for tax purposes must be in writing and signed by the employee.
- A written waiver signed by the employee must be on record, if an employee will be working through his or her lunch period.
- Employees must be paid weekly, unless a permission request is sought and received from NHDOL.
- Businesses are responsible for keeping track, in writing, of the hours employees work. Any changes to an employee’s time card should be acknowledged by the employee in order to minimize disputes about hours worked later on.
- If you are employing youths (aged under 18), make sure that you are keeping the correct forms on file: Parental Consent Form and/or Employer’s Request for Child Labor. Both forms may not be required and remember that there are certain prohibitions about the number of hours youths of a certain age can work and about the type of work they can perform.
- NHDOL also provides a helpful New Hire Checklist as a guide.
In addition, there are state and federal employment rights posters that must be posted in a communal area. Here are the links to posters required by: