New Hire Report

According to Federal and State law, Minnesota employers must report newly hired and rehired or recalled employees’ information to the Minnesota New Hire Reporting Center. Employers must report the new hires who report online and using other reporting options.

Use the New Hire report to report newly hired and rehired employees to the Minnesota New Hire Reporting Center.

Menu Path

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

Submission Period

Employers must submit new hire reports within 20 days after an employee is hired, rehired, or returns to work. If the employers have to report multiple new hires in a month, the report must be submitted in two monthly transmissions, at most 16 days apart.

Selection Rule

On the MN State Required II page, the NH Last Rptd field is blank.

Prerequisites

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

• Enter valid information on the MN State Required II 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.

• Before you generate reports to send to the state, complete one of the following to avoid reporting all employees as new hires:

  • Ensure that the NH Last Rptd date on the employee's MN State Required II page has been entered.

  • To populate the NH Last Rptd date for existing employees, generate the report at least once before you intend to submit it. Use a Report Date that will exclude any new hires you should report to the state.

• The NH Last Paid field on the employee's MN State Required II page is used to calculate whether employees are eligible for the 60-day rule.

• To exclude employees in a specific job class from being reported as new hires after the 60-day rule, select Exclude from New Hire 60 Day Rule for the job class on the Job Class page. This is helpful if the same job class is assigned to teachers who do not want to report as new hires after returning from a summer break without pay. The value in this field overrides the value in the No 60 Day Rule field on the employee's MN State Required II page.

Setup

Before creating and submitting the new hire report, you must set up the employer information.

Employer

When setting up an employer record for the first time, the default data for the current tax year record from the W-2 employer data is retrieved. If the W-2 employer data requires updates, you can update the data as needed. This data is not synchronized with the W-2 employer data. You should update the source W-2 employer data before performing this procedure.

1. On the MN New Hire Report page, click Setup, and then Employer.

2. Refer to Field Descriptions and enter the required information.

3. Click Save, and then Yes.

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

Field Descriptions

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

Create File

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

1. On the MN New Hire Report page, it is mandatory to create a hard copy of the report before you create the electronic file:

   1. Select the Report Date.
      New hires meeting the following criteria are selected:

      • Hired on or before this date.

      • The NH Last Rptd field on the MN State Required II page 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.

2. 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.

3. Create the electronic file:

   1. On the MN 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 the MDE District Number on the Human Resources Profile - State page, followed by the month (mm) and day (dd). For example, if the MDE District Number is 0013 and the report date is 01/02/2012, the electronic file name should be 00130102.txt. For information about file layout, refer to the New Hire Report - File Layout and Data Mapping page.

Follow the state's submission procedures.

After the electronic file is created, the following fields on the MN State Required II page are updated:

• The NH Last Rptd field is updated with the date from the Report Date field.

• The NH Last Paid field is updated for a new hire with the last paid date.

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