New Hire Report

Use the New Hire Report to report newly hired and rehired employees to the Alabama Department of Labor. It must be reported within seven days of the employee's first working day. Employers reporting electronically may transmit twice monthly, 12 to 16 days apart.

Employees are not considered new hires if they were previously employed or previously employed but separated from such prior employment for at least 60 consecutive days.

Employees are considered rehires if previously employed but separated from prior employment for more than 60 consecutive days.

After running the report for the first time, the system reports only new employees and employees returning to work after a 60-day separation.

The report is entered into the Alabama State Directory of New Hires to prevent program abuse and assist the Federal Parent Locator Service. New hire reports are shared with the National Directory of New Hires, where the data is cross-matched with other states.

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click New Hire Report.

Submission Period

The report is processed twice monthly, 12 to 16 days apart.

Selection Rule

On the Alabama State Required page, the NH Last Rptd field is blank.

Setup

Employer

Before generating reports, ensure that valid information is specified in the required fields on the AL New Hire Report - Setup - Employer page.

1. Choose Setup, then Employer.

   

   When setting up an Employer for the first time, the default information from the W-2 employer information is displayed. You can change the default information.

2. Update the employer information, if required.

3. Click Save.
   

4. Click Yes. The updated information is saved.

   

   Before saving, you can revert the changes by clicking Reset.

Prerequisites

Ensure that the following prerequisites are met before creating the New Hire report:

• Enter valid information on the Alabama State Required page.
• Complete the Employer setup. If employer setup information changes, make changes as required. Note that this information is not synchronized with the W-2 employer information.
• Before you generate reports to send to the state, complete one of the following to avoid reporting all employees as new hires:
  • Make sure that the NH Last Rptd date on the employee's State Required page has been entered.
  • To populate the NH Last Rptd date for existing employees, generate the report at least once before you intend to submit it. Use a Cutoff Date that will exclude any new hires that you should report to the state.
• To exclude employees in a specific job class from being reported as new hires after the 60-day rule, select Exclude from New Hire 60 Day Rule for the job class on the Job Class page. This is helpful if the same job class is assigned to teachers who do not want to report as new hires after returning from a summer break without pay.

Process

To create a report:

If needed, update the related setup to reflect any changes.

1. Create the New Hire report and check that the data is correct.
2. Once the data is correct, create the New Hire report again.

Download the New Hire report and follow the State's submission procedures.

Create File

After the setups are complete and prerequisites are met, you can create the New Hire report.

1. On the AL New Hire Report page, select the Cutoff Date. The report includes employees with hire dates before the cutoff date.
2. Create a hard copy of the report to verify data before you create the electronic file:
   
   1. Under File Type, select Hard Copy.
   2. Under File Format, select PDF or Excel.
   3. If you have the required access privileges to view the entire Social Security Number (without masking) and you want to include the entire Social Security Number, select Print Full Social Security Number.

   4. Click Create, then click Yes.
      The New Hire report is created.

3. Save the files and navigate to the folder containing the report file.
4. Inspect the files. Update data, if needed.
5. Repeat steps 1 to 4 until all required data is included.
6. Create the electronic file:

1. 1. Under File Type, select Electronic File.
   2. Click Create, then click Yes.
   3. If you did not create a hard copy of the report, a message is displayed. Click OK and follow Steps 2 to 4 to create a hard copy of the report and confirm that the required data is included.

   4. Select Electronic File and click Create.

You have successfully created the electronic file. You can submit this file to the Alabama Department of Labor.

After the electronic file is created, the NH Last Rptd field on the Alabama State Required page is updated with the date from the Cutoff Date field. This ensures that the same employees don't get reported again.