How Do You Update Employee Information For W-2 County Codes Payroll Indiana, Unique Aspects of Indiana Payroll Law and Practice

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Payroll Indiana, Unique Aspects of Indiana Payroll Law and Practice

Payroll in Indiana has some unique aspects and conditions. Some of the details and laws are outlined in this article including information about: tax withholding and reporting; unemployment insurance taxes and reporting; wage and hour laws; and withholding child support.

The Indiana State Agency in charge of collecting and reporting State income taxes withheld from payroll checks is:

Department of Revenue

Compliance Division

The Indiana Govt. North center

Indianapolis, SA 46204-2253

(317) 233-4018

http://www.ai.org/dor

Indiana requires that you use the Indiana form “WH-4, Employee’s Withholding Exemption and County Status Certificate” instead of the Federal W-4 Form for Indiana State Income Tax Withholding.

Not all states allow payroll deductions made under Section 125 cafeteria plans or 401(k) to be treated the same way the IRS code allows. In Indiana cafeteria plans are: not taxable for income tax calculations; not taxable for unemployment insurance purposes. 401(k) plan deferrals are: not taxable for income taxes; taxable for unemployment purposes.

In Indiana supplemental wages are taxed at a 3.4% flat rate.

You can file your Indiana State W-2 via magnetic media if you prefer.

The Indiana State Unemployment Insurance Agency is:

Department of Workforce Development

Indiana Government Center S.

10 N. Senate Ave., Rm. 331

Indianapolis, SA 46204-2277

(317) 232-6702

http://www.state.in.us/workcomp/index.html

The taxable base in the State of Indiana for unemployment purposes is wages up to $7,000.00.

Indiana has optional quarterly wage reporting on magnetic media.

Unemployment records must be kept in Indiana for a minimum of five years. This information generally includes: name; social security number; dates of hiring, rehiring and termination; time wages; pay periods and payment dates; date and circumstances of termination.

The Indiana State Agencies charged with enforcing the state’s wage and hour laws are:

Department of Labor

Wage and Hour Division

402 West Washington St., Rm. W195

Indianapolis, IN 46204

(317) 232-2673

http://www.state.in.us/labor/

The minimum wage in Indiana is $5.15 an hour.

Indiana’s general provision regarding overtime pay by a non-FLSA employer is one and one-half times the regular rate after a 40-hour week.

New hire reporting requirements in the State of Indiana are that every employer must report every new hire and rehire. The employer must report the federally required elements of:

  • Name of the employee
  • Employee address
  • Employee’s social security number
  • Employer’s name
  • Address of employers
  • The Employer’s Federal Employer Identification Number (EIN)

This information must be reported within 20 days of hiring or rehiring.

The information can be sent as a W-4 or equivalent by mail, fax or electronically.

There is a $500 penalty for a late report in Indiana.

Indiana’s new hire reporting agency can be reached at 866-879-0198 or 317-612-3028 or on the web at http://www.in-newhire.com.

Indiana does not allow compulsory direct deposit

Indiana requires the following information on an employee’s pay stub:

  • straight time and overtime pay
  • working hours
  • itemized deductions
  • Indiana requires that the employee be paid bi-monthly or bi-weekly; less often for FLSA-exempt employees.

    Indiana requires that the lag period between the end of the pay period and the payment of the employee’s wages shall not exceed ten days.

    Indiana payroll law requires that employees who are involuntarily terminated must be paid their last paycheck on their next regular payday and that voluntarily terminated employees must be paid on their last paycheck on the next regular payday.

    The salary of the deceased employee must be paid if it is usually due to the surviving spouse; if not, the other distributee after the affidavit of right; land not exceeding $25,000.

    Escheat laws in Indiana require that unclaimed wages be paid to the state after one year.

    The employer is further required by Indiana to keep a record of wages that are left and turned over to the state for 10 years.

    Indiana payroll law mandates that no more than $3.02 can be used as a tip credit.

    In Indiana the payroll laws that cover mandatory rest or meal breaks are only that minors under 16 must have 30 minutes in the 3rd-5th hour of a shift that lasts at least 6 hours.

    There is no provision in Indiana law regarding record retention of wage and hour records so it is probably wise to follow FLSA guidelines.

    Indiana agencies charged with enforcing Child Support Orders and laws are:

    Bureau of Child Support

    402 W. Washington St., Room W360

    Indianapolis, IN 46204

    (317) 233-5437

    http://www.in.gov/dcs/support/index.html

    Indiana has the following provisions for child support deductions:

    • When to start Prevention? 14 working days after sending the withholding order to the employer.
    • When will the Payment be sent? pay day
    • When will the Termination Notice be sent? Within 10 days of termination.
    • Highest Administrative Fee? $2 per charge.
    • Restriction Limits? Federal Rules under the CCPA.

    Please note that this article is not updated for changes that may and may occur from time to time.

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