New Hire Report

Use the New Hire report to report newly hired and rehired employees to the Indiana New Hire Reporting Center. You must submit the report within 20 days of the employee's first working day.

Employees are considered new hires if not previously employed in your organization. Employees separated for 60 days or more are classified as rehires. The system reports new employees and those returning after a 60-day separation.

New hire reporting helps state agencies recover overpayments and detect and prevent fraud.

Menu path

From the Human Resources menu, select State. From the State-IN menu, select New Hire Report.

Submission period

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

Selection rule

On the Payroll Information - State Required page, the value in the New Hire Rptd field is N, or the field is blank.

Prerequisites

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

Enter valid information in the New Hire Rptd field on the Payroll Information - State Required page.
Enter valid information on the Defined Page 32001 - New Hire Information page.
Set up the employer’s W2 parameters.
Complete the Setup procedure. If the Employer setup information changes, make changes as required. Note that this information is not synchronized with the W2 employer information.

Setup

Employer

Before generating the New Hire report, enter valid information in the required fields on the IN New Hire Report - Setup - Employer page.

When setting up an employer record for the first time, the default data for the current tax year record from the W2 employer data is retrieved. If the W2 employer data requires updates, you can update the data as needed. This data is not synchronized with the W2 employer data. You should update the source W2 employer data before performing this procedure.

On the IN New Hire Report page, select Setup, then Employer.
Refer to Field descriptions and enter valid information.
Select Save, then Yes.
Before saving, you can revert the changes by selecting Reset.

Field descriptions

The following table describes the fields on the IN New Hire Report - Setup - Employer page.

Field	Description
Name	The name of the school or district. The limit is 30 characters.
Street Address 1	The first line of the employer's address. The limit is 30 characters.
Street Address 2	The second line of the employer's address. The limit is 30 characters.
City	The city where the school or district is located. The limit is 15 characters.
State	The two-character code for the State where the district is located.
Zip	The five-digit zip code of the district's location.
Zip Ext	The four-digit zip code extension.
Employer Contact Number	The employer’s contact phone number.
Federal Identification Number (EIN)	The nine-digit Federal Employer Identification Number (FEIN) provided by Indiana state. The FEIN or Tax number is stored in the Employer Fed Tax ID field on the Federal or State Reporting tab on the Human Resources Profile page.

Create file

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

On the IN New Hire Report page, it is mandatory to create a hard copy of the report before you create the electronic file:
1. Select the New Hire Period Starting Date and New Hire Period Ending Date.
  New hires meeting the following criteria are selected:
  - Hired on or between these dates.
  - The value in the New Hire Rptd field on the Payroll Information - State Required page is N, or the field is blank.
2. For the File Type, select Hard Copy.
3. For the File Format, select PDF or Excel.
4. If you have the required access privileges to view the entire Social Security Number (without masking) and want to include it, select Print Full Social Security Number.
  The required access privileges are granted by assigning the appropriate security resource.
5. Select Create, then Yes.
To proceed, perform the following steps to avoid erroneous updates to new hire records:
1. If errors are found, save the error log and load summary report files, and select OK. If no errors are found, proceed to Step 3.
2. Navigate to the containing folder. Review the files. Correct the errors and update data if needed.
3. Repeat Steps a and b until no errors are found.
4. Save the New Hire and load summary report files, and select OK.
5. Navigate to the containing folder. Review the files. Update data if needed.
6. Repeat Steps d and e until all the data is accurate.
Create the electronic file:
1. On the IN New Hire Report page, enter the information as you did in Step 1.
2. For the Report Type, select Electronic File.
3. Select Create, then Yes.
4. If you have verified the hard copy report, select Yes.
  Do not select Yes unless you have performed Step 2.
5. Save the file and select OK.
  The default file name is INDI<MMDD>.txt.

Follow the state's submission procedures.

After creating the electronic file, the New Hire Rptd field on the Payroll Information - State Required page is updated to Y.

This ensures that the same employees don't get reported again.