Ohio Admin. Code 5101:1-2-85 - Cash assistance: new hire reporting program (W-4)
Pursuant to section 3121.891 of the Revised Code, all employers are required to provide information to the Ohio department of job and family services (ODJFS) about employees who are newly hired, or a contractor of a person who resides, works, or will be assigned to work in this state to whom the employer anticipates paying compensation. A newly hired employee means an employee who has not previously been employed by the employer; or was previously employed by the employer, but has been separated from such prior employment for at least sixty consecutive days according to the requirements of 42 U.S.C. 653a (2012).
Pursuant to section 3121.898 of the Revised Code, the county agency shall use new hire information to ensure all employment information has been reported, verified and used appropriately when determining cash assistance benefits. Alerts are generated in the statewide automated eligibility system when there is a match with new hire information.
Upon receipt of a new hire alert, the county agency is to process the information in accordance with rule 5101:1-2-20 of the Administrative Code.
(1) Immediately upon receipt of a
new hire alert, but no later than three working days, the county agency shall
make telephone contact with the assistance group. The information obtained as a
result of the telephone contact shall include, but not be limited to, the
following:
(a) Hourly rate of
pay;
(b) Hours worked per week;
and
(c) Correct mailing address of the
employer.
(2) When the assistance group does
not have a telephone or cannot be immediately reached, the JFS 04219 "Request
for Contact Important Notice" (rev. 4/2010) or the statewide automated
eligibility system equivalent shall be sent within three working
days.
(3) All information reported by the
client shall be immediately followed up with a request for hard copy
verification (e.g. pay stubs, employment verification form). If the assistance
group is having trouble obtaining the verification, the best available
documentation may be acceptable (e.g. third party statement, call to the
employer, or client statement).
(4) Information reported by client
statement shall be used in determining eligibility for cash assistance benefits
until employer verification can be obtained.
Notes
Promulgated Under: 119.03
Statutory Authority: 3121.8911, 5107.05, 5115.05
Rule Amplifies: 3121.891, 3121.898, 5107.05, 5115.05
Prior Effective Dates: 07/01/1998, 03/01/2002, 10/01/2005, 01/01/2011, 11/01/2016
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