New Hire Report
Use the New Hire report to report newly hired and rehired employees and contractors to the Indiana New Hire Reporting Center. You must submit the report within 20 days of the employee's or contractor's first day of work.
Employees or contractors not previously employed in your organization are considered new hires. Employees or contractors who have been separated for 60 days or more are classified as rehires. The system reports new employees, contractors, 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 a month, with intervals of 12 to 16 days.
Selection rules
The employees meeting the following criteria are selected and reported:
The value in the NH Last Rptd field on the Defined Page 32001 - New Hire Information page is Y, N, or the field is blank.
The value in the No 60 Day Rule field on the Defined Page 32001 - New Hire Information page 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.
Before you generate reports to submit to the state, populate the NH Last Rptd date for existing employees and contractors by creating an electronic file before the final submission file:
On the IN New Hire Report page, select a New Hire Period Starting Date and New Hire Period Ending Date. The New Hire Period Ending Date must be from the previous month or at least 20 days before the current date.
Create the electronic file. After the electronic file is created, the following fields are updated:
For newly hired and rehired employees, the NH Last Rptd field on the Payroll Information - State Required page is updated with the date from the New Hire Period Ending Date field on the IN New Hire Report page.
The NH Last Paid field on the Payroll Information - State Required page is updated with the date from the Last Paid field on the Payroll tab of the Employee Information page, regardless of whether the employees are newly hired or rehired. This ensures the latest dates are applied to identify the 60-day rule logic.
This ensures that the reported new hires are not reported again when you create the final submission file.
Setup
The field values on the IN New Hire Report - Setup - Employer page are retrieved from the W2 Wizard: W2 Parameters page. You can update the data on these pages, but this data is not synchronized with the W2 Wizard: W2 Parameters page. Before performing these procedures, you should update the W2 Wizard: W2 Parameters page.
Employer
Before generating the New Hire report, enter valid information in the required fields on the IN New Hire Report - Setup - Employer page.
On the IN New Hire Report page, select Setup, then Employer.
Refer to the 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 identifying 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 ten-digit phone number. |
Federal Identification Number (EIN) | The nine-digit federally-assigned code identifying the district employer. 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:
Select the New Hire Period Starting Date and New Hire Period Ending Date.
For the File Type, select Hard Copy.
For the File Format, select PDF or Excel.
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.Select Create, then Yes.
To proceed, perform the following steps to avoid erroneous updates to new hire records:
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.
Navigate to the containing folder. Review the files. Correct the errors and update the data if needed.
Repeat Steps a and b until no errors are found.
Save the New Hire and load summary report files, and select OK.
Navigate to the containing folder. Review the files. Update data if needed.
Repeat Steps d and e until all the data is accurate.
Create the electronic file:
On the IN New Hire Report page, enter the information as you did in Step 1.
For the Report Type, select Electronic File.
Select Create, then Yes.
If you have verified the hard copy report, select Yes.
Do not select Yes unless you have performed Step 2.Save the file and select OK.
The default file name is INDI<MMDD>.txt.
Follow the state's submission procedures.
After the electronic file is created, the following fields are updated:
For newly hired and rehired employees, the NH Last Rptd field on the Defined Page 32001 - New Hire Information page is updated with the date from the New Hire Period Ending Date field on the IN New Hire Report page.
The NH Last Paid field on the Defined Page 32001 - New Hire Information page is updated with the date from the Last Paid field on the Payroll tab of the Employee Information page, regardless of whether the employees are newly hired or rehired. This ensures the latest dates are applied to identify the 60-day rule logic.
This ensures that the reported new hires are not reported again when you create the following submission file.