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New Hire Report

You can use the New Hire Report to report information on newly hired and rehired employees to the Indiana New Hire Reporting Center. It must be reported within 20 days of the employee's first working day. Employers reporting electronically may transmit twice monthly, twelve to sixteen days apart.

An employee is considered a new hire if they were not previously employed or previously employed but separated from such prior employment for at least 60 consecutive days.

An employee is considered a rehire if previously employed but separated from such prior employment for more than 60 consecutive days.

After the report is run for the first time, only new employees and employees returning to work after a 60-day separation will be reported.

This report is shared with the Indiana Department of Child Services – Child Support Bureau, where 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

Human Resources > State > State - IN > New Hire Report

Submission Period

Within 20 days of the employee's first working day.

Selection Rule

New Hire Rptd field value is N, or the field is blank.

Setup

Employer

Before generating reports, complete the Employee Information - State Required Page procedure. Then ensure that valid information is specified in the required fields on the IN New Hire Report - Setup - Employer page.

  1. On the IN New Hire Report page, select Setup > Employer.

  2. Ensure that valid information is specified in the required fields.

    If valid information is not specified on the IN New Hire Report - Setup - Employer page, the default information from the W2 employer information is displayed.

  3. Click Save.

  4. Click Yes. The default W2 employer information is saved.

  5. If you need to update the IN New Hire Report - Setup - Employer page, click Reset.

    Updates to the default W2 employer information are not synchronized with the information displayed on the IN New Hire Report - Setup - Employer page. Click Reset and manually update the employer information.

  6. Specify valid information in the Required fields.

  7. Click Save.

  8. Click Yes. The updated employer information is saved.

Prerequisites

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

  • 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 employee's Indiana State Required 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, select the Setup option and make changes as needed. Note that this information is not synchronized with the W2 employer information.

Process

To create a report:

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

  2. Create the New Hire Report and check that the data is correct.

  3. Once the data is correct, create the New Hire Report again.

  4. 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 IN 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 security 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 click Yes.
      The New Hire report is created. If report creation encounters any errors, an error message appears. Click OK.

      Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

  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. To create the electronic file, under File Type, select Electronic File.

  7. Click Create, then click Yes.

  8. 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.

  9. Select Electronic File and click Create.

    Depending on the browser type, the report file is displayed within the browser, or you are prompted to select a download location.

The electronic file is created. You can submit this file to the Indiana Department of Workforce Development.

After the electronic file is created, the New Hire Rptd field on the Indiana State Required - <First Name Last Name (Employee number)> page is updated to Y. This ensures that the same employees don't get reported again.


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