Processing new hires

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Use the Process New Hires screen to create new hire files to send to the state directory. In the grid, you can specify which employees to include in the file, the date they were hired, and the date they were added to the application. You also have the option to preview files, manage files, and create new files.

Certain states require additional information to be included in new hire files, so additional fields or columns my appear for those states. Please see the Required state-specific information section of in the help topic for the Process New Hires screen.

  1. Choose Actions > Process New Hires > Employees.
  2. Select the appropriate new hire filing state from the New hire filing state drop-down list. This determines the format in which the files will be created.

    Note: The application creates the state new hire files to comply with the multi-state method of reporting. Before you can create a state new hire file, you must register as a multi-state employer. For more information about how to register, contact the state for which you are filing.

  3. The Firm name control field (or Name control field) defaults to the first four characters of the firm name listed in the Setup > Firm Information > Firm screen (or, for a client, to the company's Payroll name listed in the Setup > Clients screen). If your firm (or company) is registered with the state under a different name, enter the appropriate first four characters in this field. The following states are exceptions to this naming convention.
    • California. The file is named 4NEWHIRE.txt.
    • Delaware. The file is named NewHireMMDD.txt, where MM is the month and DD is the day on which the file was created.
    • Idaho. The file is named Newhire.txt.
    • Illinois. A separate file is created for each client and the files are named based on the first seven digits of the clients' FEIN.
    • Kansas. The file is a .DAT file named using the first eight digits of the client's EIN number (NNNNNNNN.dat).
    • Nevada. The file is named NEWHIRE.txt.
  4. The Client grid contains a list of all clients with newly hired employees (or employees that have not yet been reported as new hires). Mark the checkboxes next to either the client ID or individual employees within a client record that you want to include in the new hire file.

    Note: You can change the reported status of an employee by marking or clearing the New hire reported checkbox in the Setup > Employees > Personal tab. If you want the Client grid to display employees already marked as reported, mark the Include reported employees checkbox in the Process New Hires screen.

  5. Click the Preview Selected button to preview the information that will be contained within the new hire file(s). You can choose to display the information in Agency file format or in Report format (the default option). When viewing the information in Agency file format in the File Viewer dialog, you can choose to show the field marker lines, view the previous or next file, or click the OK button, which will close the dialog.
  6. Click the Create File button to create the new hire file(s). The files are stored in state-specific folders within the default file location displayed at the bottom of the screen, but you can change this location in the Setup > File Locations dialog.
  7. You can remove information from within the created file by clicking the Manage Files button to open the Manage New Hire Files dialog. Mark the checkbox for a client or individual employee and click the Mark as Unreported button to move that information back to the Process New Hires screen.

    Notes

    • If the file creation date matches the date on which a prior version of the same file was created, the application will prompt you to choose whether to append or replace the original file.
    • If the file creation date is later than that of a prior version of the file, the application will replace the prior version automatically.
    • If the selected state does not use the XXXXMMDD file naming format, you will be prompted to choose whether to append or replace the original file.
  8. After creating the file, you must upload it via the agency's website, or mail the file on acceptable media to the agency to complete the new hire processing.

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