Process New Hires > Employees

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

You can modify the default location in which new hire files are stored in the Setup > File Locations dialog.

Choose Actions > Process New Hires > Employees

See also: Processing new hires

Fields & buttons

Filter the new hire employees you want to view in the Client grid by making selections from the drop-down lists.

Select the appropriate state from the drop-down list. This determines the file format used to create the new hire file.

Most states require new hire files to be named using the first four characters of the company name and the date the file was created. Therefore, the Name control field defaults to the first four characters of the Payroll name listed in Main tab of the Setup > Clients screen. If your company is registered with the state under a different name, you can replace the default entry with the first four characters of the registered name. When the new hire file is created, it is named based on these four characters and the file creation date (in XXXXMMDD format).

The following states are exceptions to this naming convention.

  • California. For companies using the California new hire format, the file is named 4NEWHIRE.txt.
  • Delaware. For companies using the Delaware new hire format, the file is named NewHireMMDD.txt, where MM is the month and DD is the day on which the file was created.
  • Idaho. For companies using the Idaho format, the file is named Newhire.txt.
  • Illinois. For companies using the Illinois format, a separate file is created for each company and the files are named based on the first seven digits of the company's FEIN.
  • Kansas. For companies using the Kansas format, the file is a .DAT file named using the fist eight digits of the company's EIN (NNNNNNNN.dat).
  • Nevada. For companies using the Nevada format, the file is named NEWHIRE.txt.

This field displays only when District of Columbia, Hawaii, or Pennsylvania are selected as the new hire filing state. This information is required when creating a new hire file for these states. The drop-down list is populated with names from the Additional Contacts field in the Main tab of the Setup > Clients screen.

If you want the Client grid to display employees already marked as reported in the Personal tab of the Setup > Employees screen, mark this checkbox.

Click the + sign next to the client ID to expand the grid and display individual employees. The grid contains the employee ID, employee name, the date the employee was hired, the date the employee record was added to the application, the date the employee qualified for health care, and a Reported checkbox. When all employees for a client are selected, the client checkbox is marked. If no employees are selected, the client checkbox is blank. If some employees are selected, the client checkbox contains a blue square. Note that you can select or deselect all clients and employees by right-clicking the column header and choosing Select All or Deselect All.

The Client grid includes a Group by field that enables you to group items in the grid. For details, see Grouping items in data-entry grids.

You can view the information that will be contained in the files by clicking the Preview Selected button when you have employees selected in the Client grid. You can choose to view the contents in Report format (the default option) or in Agency format, which is the actual file format.

Click the Manage Files button to open the Manage New Hire Files dialog. The Manage New Hire Files grid contains all clients contained in the new hire files. To exclude clients or employees from the file and move them back to the Process New Hire Files screen, you can mark the checkbox next to the client or employee and then click the Mark as Unreported button.

Click the Create File button to initiate the creation of the new hire file(s).

The files are created and stored in state-specific folders within the default file location listed at the bottom of the screen. Once a file has been created and stored in the default file location, it will display in the Manage New Hire Files dialog, where you can mark any clients as unreported, moving them back to the client grid in 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.

Required state-specific information

The states listed below require some additional information to be included in the new hire file. If that information is not present in the file, the state will reject the file. To avoid this, the application displays a list of any information missing from the file when you click the Create File button, enabling you to add the appropriate information for the client or employee to ensure file acceptance.

These jurisdictions require file contact information to be included in the file. When one of these jurisdictions is selected in the New hire filing state field, the File contact field becomes available. This field's drop-down is populated with names from the Additional Contacts field on the Main tab of the Setup > Clients screen.

Alaska requires information about the client's medical insurance availability. When the Offers Health Care Plan checkbox is marked on the Payroll Information tab of the Setup > Clients screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.

Connecticut requires the employee's job title to be included. This information is entered in the Personal tab of the Setup > Employees screen.

Iowa requires information about the client's medical insurance availability. When the Offers Health Care Plan checkbox is marked on the Payroll Information tab of the Setup > Clients screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.

Maine requires that the file contain any termination and rehire dates for employees. This information is updated in the Edit Employment History dialog, available form the Personal tab of the Setup > Employees screen.

Maryland requires the employee's salary or wage frequency. The application looks for salary information based on the first Salary pay item set up for the employee and the frequency is determined by the primary payroll schedule set up for the employee. If the pay item is an hourly item, Hourly is used as the frequency.

Mississippi requires the employee's salary and wage frequency. The application looks for salary information based on the first Salary pay item set up for the employee and the frequency is determined by the primary payroll schedule set up for the employee.

Rhode Island requires information about the client's medical insurance availability. When the Offers Health Care Plan checkbox is marked on the Payroll Information tab of the Setup > Clients screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.

Vermont requires information about the client's medical insurance availability. When the Offers Health Care Plan checkbox is marked on the Payroll Information tab of the Setup > Clients screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.

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