PA New Hire Report

Use the New Hire report to report newly hired and rehired employees to the Pennsylvania Department of Labor and Industry. You must submit the report within 20 days of the employee's first working day. 

Employees are considered new hires if not previously employed in your organization. Employees separated for 60 days or more are classified as rehires. The system reports new employees and those returning after a 60-day separation.

New hire reporting helps state agencies recover overpayments and detect and prevent fraud.

Menu path

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

Submission period

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

Selection rule

On the Payroll Information - State Required page, the value in the New Hire Rptd field is N, or the field is blank.

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 Payroll Information - State Required page.

• Populate the NH user-defined table with New Hire contact person information.

• Set up the employer’s W2 parameters.

• Set up base employee information.

Create file

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

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

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

      • All employees hired between (and including) the New Hire Report Date and 20 days before the New Hire Report Date are included. Employees whose Last Paid date on the Payroll tab of the Employee Information page falls within this date range are also included.

      • The value in the New Hire Rptd field on the Payroll Information - State Required page is N, or the field is blank.

   2. For the File Type, select Hard Copy.

   3. Select Accept.

   4. If you have the required access privileges to view the entire Social Security Number (without masking) and want to include it, select Yes.
      The required access privileges are granted by assigning the appropriate security resource.

   5. Select the Destination for the report:

      • Select File to save the report in .rpt format. In the File Name field, specify a path and file name.

      • Select Screen to save the report in .pdf format.

      • Select Excel to save the report in .xls format. Select the required Excel Options.

   6. Click OK.

2. To proceed, perform the following steps to avoid erroneous updates to new hire records:

   1. If errors are found, save the report file, and select OK. If no errors are found, select Yes, and proceed to Step 3.

   2. Download the error log and navigate to the folder containing it. Review the file, correct the errors, and update the data if needed.

   3. Repeat Steps a and b until no errors are found.

   4. Save the report file, and select Yes.

   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 PA New Hire Report page, select the New Hire Report Date.

   2. For the Report Type, select Electronic Reporting.

   3. Select Accept, then OK.

   4. Select OK.

   5. Download the electronic report file.
      The default file name is <Employer Federal ID Number>.<New Hire Report Date>.txt

Follow the state's submission procedures.

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

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