New Hire Report - Best Practices

Verify Human Resources Profile setup

• Verify the information in the following fields on the Human Resources Profile - State page: 

  • Federal EIN

  • State Employer Account Number

• Verify the information in the fields on the Federal/State Reporting tab of the Human Resources Profile page. 

Prepare and sanitize employee data

• Run data quality checks on employee records and ensure the following fields are populated correctly before generating the report:

  • General section: Social Security, First Name, Middle Name, Last Name, Sex at Birth, Birthdate

  • Employment tab: Hire Date, Address Line 1, Address Line 2, City, State, Zip Code

• Verify the information in the New Hire Rpt field on the Payroll Information - State Required page.

Verify W2 Employer Setup

Ensure the fields on the W2 Wizard: W2 Parameters page are complete and populated correctly.

Set up Independent Contractors properly

• Ensure the Vendor Information records are complete, and the following fields are populated correctly:

  • General tab: Vendor Name, Federal Tax ID, Social Security Number

  • Address tab (Purchasing section): Address 1, Address 2, City, State, Zip

  • 1099 Information tab: YTD field in the Misc row.

• Verify the information in the fields on the Defined Page 10 - Ohio Independent Contractor page.

Verify YTD wages for contractors

Independent contractors must have year-to-date miscellaneous wages of at least $2,500 to be included in the report.

Check the YTD field in the Misc row on the 1099 Information tab of the Vendor Information page and verify this threshold is met before reporting.

1

Create the Hard Copy first

Do not attempt to create the electronic file until you have generated and verified the hard copy report. The system enforces this sequence.

2

Use consistent cutoff dates

Use the same cutoff date for both the hard copy and electronic file.

The system verifies that the electronic file matches the verified hard copy date.

3

Review the Hard Copy thoroughly

Check employee names, SSNs (if unmasked), addresses, hire dates, and birth dates for accuracy before approving.

4

Check the error report

If the hard copy report shows validation errors, review and resolve them before proceeding. The error count is displayed in the Confirmation dialog.

5

Confirm accuracy before creating the Electronic File

Select Yes to confirm accuracy only if you have verified all data.

Selecting Yes enables the electronic file generation and marks records as reported.

6

Generate the Electronic File

After verification, generate the electronic file, which will also update employee and vendor records to indicate they have been reported.

Use a meaningful four-character File Name Prefix

The File Name Prefix should be your district identifier (the first four characters of the Client field value on the Human Resources Profile page).

This allows you to create files like DIST1225.txt.

No spaces in the File Name Prefix

The File Name Prefix must not contain spaces.

Use only alphanumeric characters.

SSN masking decision

Decide whether to mask SSNs on the hard copy report based on organizational security requirements.

Electronic files always contain full SSNs.

Employee SSN format

Ensure SSNs are nine digits in XXX-XX-XXXX format.

Invalid SSNs will cause rejection.

Complete addresses

All address fields (street, city, state, ZIP) must be populated.

Ohio New Hire reporting requires complete addresses.

Valid State codes

Use standard two-character USPS state codes (OH, PA, MI, etc.).

ZIP code format

Use five-digit ZIP codes.

The ZIP+4 extension is optional, but if provided, it must be four digits.

Birth date required

Ohio New Hire reporting requires birth dates for all new hires.

Ensure the Birthdate field in the General section of the Employee Information page is populated.

Hire date accuracy

Verify that the Hire Date on the Employment tab of the Employee Information page is correct, as it determines which employees are included in the report.

Creating an Electronic File without a Hard Copy

Always create the hard copy first.

The system will not allow you to proceed if you skip this step.

Mismatched cutoff dates

If you change the Hire Date after verifying the hard copy, you must re-run the hard copy with the new date.

Re-reporting employees

The system tracks reported employees by using the New Hire Rpt field on the Payroll Information - State Required page.

Do not manually reset this field value for reported employees unless you need to re-report them.

Missing contractor data

Contractors are often missed because the Defined Page 10 - Ohio Independent Contractor page is not properly configured.

Verify all the required fields on this page before proceeding.

Contractors under the $2,500 threshold

Contractors with YTD wages under $2,500 are excluded.

Pending employees

Employees in pending status are automatically excluded.

Verify the employee’s status before reporting.

Program Lock Conflicts

Do not run multiple Ohio New Hire reports simultaneously.

Wait for one to complete before starting another.

Report Regularly

Run the New Hire report at least monthly or as required by Ohio reporting laws (within 20 days of hire).

Coordinate with payroll

Run the New Hire report after payroll processing to ensure that hire dates and employee data are up to date.

Allow processing time

Large districts should allow adequate time for report generation, especially during peak hiring periods.

Verify before the submission deadline

Generate hard copy reports and verify them several days before the state deadline to allow time for corrections.

Verify security authorization

Users must have proper security access to run the Ohio New Hire report.

Contact your administrator if you receive "No security authorization" errors.

SSN security settings

Configure SSN viewing permissions appropriately.

Users without SSN view permissions will not be able to use the Print Full Social Security Number option.

The required access privileges are granted by assigning the appropriate security resource.

Secure electronic files

Store electronic submission files in secure locations with appropriate access controls.

Audit trail

The system logs report generation to newhire3Boh.log.

Review logs periodically for audit purposes.

Retain Copies

Keep copies of both hard copy reports and electronic files for your records.

Verify State Acceptance

After submission, verify that the file was accepted without errors.

Document Corrections

If corrections are needed, document the changes and resubmit as required.

Track Reported Status

After creating the electronic file, the New Hire Rpt field on the Payroll Information - State Required page is updated to Y.

The Report Date field on the Defined Page 10 - Ohio Independent Contractor page is updated with the date when the report was created.

Verify that these flags are set after successful submission.

1

The Human Resources Profile has complete employer information.

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2

The Human Resources Profile - State page has valid values in the Federal EIN and State Employer Account Number fields.

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3

All employees have complete required data (SSN, names, addresses, dates).

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4

Independent contractors are properly configured on the Defined Page 10 - Ohio Independent Contractor page.

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5

The Hire Date is set correctly.

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6

The four-character File Name Prefix is entered (no spaces).

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7

The user has the required security permissions.

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8

No other Ohio New Hire report is currently running.

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9

Database connectivity is stable.

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10

Sufficient disk space is available for the report output.

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