New Hire Report

Use the New Hire Report to report newly hired and rehired employees to the Michigan New Hires Operation Center. It must be reported within 20 days of the employee's first working day.

Employees are not considered new hires if they were previously employed or previously employed but separated from prior employment for at least 60 consecutive days.

Employees are considered rehired if they were previously employed but separated from prior employment for more than 60 consecutive days.

After running the report for the first time, the system reports only new employees and employees returning to work after a 60-day separation.

New hire reporting speeds up the child support income withholding order process, helping children receive timely support.

Menu Path

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

Submission Period

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

Selection Rule

On the Michigan 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 MI 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.

   

   Before saving, you can revert the changes by clicking Reset.

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 Michigan Retirement 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.

1. On the MI New Hire Report page, select the Start Date and End 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 you 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.

3. Save the files and navigate to the folder containing the report file.

4. Inspect the files. Update data if needed.

5. Repeat these steps until all required data is included.

6. Create the electronic file:

   1. Under File Type, select Electronic File.

   2. Click Create, then click 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.

Follow the State's submission procedures.

After the electronic file is created, the New Hire Rptd field on the Michigan Retirement page is updated to Y. This ensures that the same employees do not get reported again.