Any employer conducting business in the State of Maryland is required to report to the MSDNH any newly hired, rehired or returned to work employee or contracted entity within twenty (20) calendar days of employment/reemployment. Employers and/or independent contractors include, all businesses, State and local government employers and/or independent contractors, and non-profit organizations, regardless of the number of employees, the amount of hours an employee is projected to work, or the employee’s projected wage. Any employee whose employment is discontinued prior to the twentieth day of employment must be reported to the System. Employers and/or independent contractors may upload new hire records and reports electronically or manually. The Contractor shall create and maintain an automated system for collecting, storing, transmitting, and extracting information reported by employers and/or independent contractors on newly hired and rehired employees. MDOL will provide the Contractor with a monthly New Employer file to help identify new employers and/or independent contractors. The Contractor transmits processed new hire records on a daily basis to CSA, who in turn transmits the file to the OCSS on a daily basis. After the OCSS receives the file it returns to CSA a file of rejected and warning records on a weekly basis. CSA will then transmit this file to the Contractor via Secure File Transfer Protocol (SFTP) server. The Contractor is responsible for correcting and resubmitting to CSA records rejected by the federal OCSS. The Contractor shall: 2.3.1 Be responsible for creating and maintaining the System which shall include the MSDNH. 2.3.2 Include the following required data elements in the System: A. Employer’s name, physical address, phone number, fax number, payroll address (if different), payroll phone number (if different), payroll fax number (if different), payroll contact, federal Unique Entity ID (UEI), Federal Employment Identification Number (FEIN), State Unemployment Insurance Number (SUIN), and email address; and B. Employee’s name, address, date of birth, Social Security Number and employment start date. 2.3.3 Create a file every Business Day of all new records processed on the System (format shall be provided to successful Offeror). This file shall be transmitted, every Business Day, to the Maryland Total Human-services Integrated NetworK (MDThink) SFTP Server. The SFTP server Internet Protocol (IP) address and login credentials will be provided to the Contractor at the Post Award Orientation Conference. The secured transmittal method shall have audit tracking and traceability of data capabilities built into the system to track the length of time to process each record from data point of entry, through and, inclusive of the file being forwarded to the State. Track and Monitor Data Entry of the EWO. (Contractor staff must use the Work Order Pool and must have Data Entry within CSMS and Mailing of Letters Weekly (every 5 Business Days)). Track and Monitor Data Entry of the IWN Work Order Pool via CSMS. (Contractor staff must have Data Entry within Child Support Management System (CSMS) and bi-weekly Mailing of Income Withholding Notice (IWN) Letters (every 10 Business Days)). Track and Monitor all Data Entry by the Contractor into the Child Support Management System (CSMS). (Contractor staff must have Data Entry within Child Support Management System (CSMS) (every 2 Business Days) of employment inquiry Letter Mailings). 2.3.4 Ensure the System shall have report generation capabilities to include the number of days from receipt of record to transmission to CSA, identifying how records were submitted (manual versus electronic), tracking resolution of initial illegible/incomplete records from the employer and tracking resolution of the Federal reject records from the NDNH. Reports shall have the ability to be downloaded into Microsoft Excel and Portable Document Format (PDF). 2.3.5 Provide the State Project Manager and/or any additional designees (collectively, the SPM) with secure remote access to run reports from the System and read only access to view record details for auditing purposes. 2.3.6 Provide the SPM with a monthly report, via a secured transmittal method, of all new hire employee records entered into the System as required. (See Appendix 6.)
