New Hire Report - Create File

Use the OH New Hire Report page to generate and submit new hire information to the Ohio Department of Job and Family Services (ODJFS) as required by federal and state law.

This page allows users to:

• Generate Hard Copy Reports:
  Create a printable verification report of newly hired employees to review before submitting to the state.

• Create Electronic Files:
  Generate the electronic submission file in the format required by Ohio for new hire reporting.

• Update Employee and Vendor Records:
  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.

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

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

   1. Select the Hire Date. You can also enter the Hire Date without the slashes (/). The system adds the slashes. For example, you can enter 3/1/2026 as 312026.

   2. Enter the File Name Prefix.

   3. For the File Type, select Hard Copy.

   4. For the File Format, select PDF or Excel.

   5. 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. 
      The required access privileges are granted by assigning the appropriate security resource.

   6. 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 OH 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 <File Name Prefix><MMDD>.txt.

For detailed information about the report’s file layout, refer to New Hire Report - File Layout and Data Mapping.

Follow the state's submission procedures.