New Hire Report

Use the New Hire Report to report newly hired and rehired employees to the Centralized Employee Registry (CER). It must be reported within 15 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 previously employed or previously employed but separated from prior employment for at least six consecutive weeks

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

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

This report is shared with the Central Employee Registry. The records are matched against child support records to locate absent parents, establish an order for child support, or enforce an existing order.

Menu Path

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

Submission Period

Within 15 days of the employee's first working day.

Selection Rule

On the Iowa State Retirement page, the value in the New Hire Rptd field is N, or the field is blank.

Setup

Employer

Before generating reports, ensure that valid information is specified in the required fields on the IA 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.

Prerequisites

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

• Enter valid information in the following fields on the Human Resources Profile - State page:

  • Federal Employer ID

  • Iowa Suffix to FEIN

• Enter valid information in the following fields on the Iowa State Retirement page:

  • Dep Hlth Ins?

    

    Date Ins Avail must be updated when Dep Hlth Ins? is Y.

  • New Hire Rptd

    

    Enter Y if the new hire has been reported. New Hire Rptd is automatically updated to Y when the New Hire Report electronic file is created.

• Enter valid information on the Iowa Contractor New Hire Information page.

• Before you generate reports to send to the state, complete one of the following to avoid reporting all employees as new hires:

  • Ensure that Y is entered in the New Hire Rptd field on the Iowa State Retirement page.

  • Generate the report once before the one you intend to submit, so the New Hire Rptd field is updated to Y.

• 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.

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 Report

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

1. On the IA New Hire Report page, select the New Hire Period Starting Date and New Hire Period Ending 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 want to include the entire Social Security Number, select Print Full Social Security Number.

   4. Click Create, then 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. Under File Type, select Electronic File.

   2. Click Create, then 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 Iowa Central Employee Registry.

After the electronic file is created, the New Hire Rptd field on the Iowa State Retirement page is updated to Y. This ensures that the same employees don't get reported again.