New Hire Report
The New Hire Report provides information about employees hired within a specified period. All Maryland employers must report all newly hired employees to the Maryland New Hire Registry. Employers must report any new hires or rehires within 20 days of hire.
Menu Path
Choose Human Resources from the main navigation menu, then choose State. Click New Hire Report.
Submission Period
For a specific period.
Selection Rule
On the Maryland State Required - Employee Information 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 New Hire Report - Setup - Employer page.
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.
Refer to Field Descriptions and update the employer information.
Click Save.
Click Yes. The updated information is saved.
Before saving, you can revert the changes by clicking Reset.
Field Descriptions
Field Name | Description |
|---|---|
Name | Name of your school or district. Character/30 |
Street Address 1 | The first line of the employer's address. Character/30 |
Street Address 2 | The second line of the employer's address. This is used for apartment, unit, or suite numbers. Character/30 |
City | The city where the district is located. Character/15 |
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 phone number. |
Employer Phone Ext | The employer's phone number extension. |
Employer Contact | The name of the contact person. |
Federal Identification Number (EIN) | The nine-digit state-assigned code identifying the district employer. |
Prerequisites
Ensure that the following prerequisites are met before creating the New Hire report:
Enter valid information on the Maryland State Required - Employee Information page.
Complete the Employer setup. If the employer setup information changes, make changes as required. Note that this information is not synchronized with the W-2 employer information.
Create File
After the setups are complete and prerequisites are met, you can create the New Hire report.
On the MD New Hire Report page, select the Period Start Date and Period End Date for the reporting period.
Enter the four characters that will be prefixed to the magnetic media file. The state requires that the first four characters of the file name be a four-character abbreviation of the employer name.
Select the Pay Groups to be included in the report.
Create a hard copy of the report to verify data before you create the electronic file:
Under File Type, select Hard Copy.
Under File Format, select PDF or Excel.
If you have permission to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Print Full Social Security Number.
Click Create, then click Yes.
The New Hire report is created.
Save the file and navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is included.
Create the electronic file:
Under File Type, select Electronic File.
Click Create, then click Yes.
If you did not create a hard copy of the report, a message is displayed. Click OK, create a hard copy of the report, and confirm that the required data is included.
Select Electronic File and click Create.
You have successfully created the electronic file. You can submit this file to the Maryland New Hire Registry.
Once the report is generated, the New Hire Rptd field is updated to Y on the Maryland State Required - Employee Information page for employees reported. This ensures that the same employees don't get reported again.