New Hire Report
You can use the New Hire Report to report information on newly hired and rehired employees to the Rhode Island Department of Labor. It must be reported within ten days of the employee's first working day.
An employee is considered a new hire if they were not previously employed or were previously employed but separated from such prior employment for at least 60 consecutive days.
An employee is considered a rehire if they were previously employed but separated from such prior employment for more than 60 consecutive days.
Independent Contractors include sole proprietors or individual contractors who are not employees of the district. Independent Contractors are paid through vendor checks.
After the report is run for the first time, only new employees and employees returning to work after a 60-day separation will be reported.
This report is shared with the Department of Child Support, where the records are matched against child support records to locate absent parents, establish an order for child support, or enforce an existing order.
Menu Path
Choose Human Resources from the main navigation menu, then choose State. Click New Hire Report.
Submission Period
The report is processed every pay period (two weeks).
Selection Rule
On the Rhode Island State Required page, the NH Last Rptd field is blank
Setup
Before generating reports, complete the New Hire Report Setup procedure.
Employer
Before generating reports, ensure valid information is specified in the required fields on the RI New Hire Report - Setup - Employer page.
Choose Setup, then Employer.
If valid information is not specified on the RI New Hire Report - Setup - Employer page, the default information from the W2 employer information is displayed.
Update the employer information if required.
Click Save.
Click Yes. The default W2 employer information is saved.
Updates to the default W2 employer information are not synchronized with the information displayed on the RI New Hire Report - Setup - Employer page. Click Reset and manually update the employer information.
Field Descriptions
Field Name | Description |
|---|---|
Name | Name of your school or district. Character/30 |
Street Address 1 | The first line of the employer's address. Character/30 |
Street Address 2 | The second line of the employer's address. This is used for apartment, unit, or suite numbers. Character/30 |
City | The city where the district is located. Character/15 |
State | The two-character code identifying the state where the district is located. |
Zip | The five-digit zip code of the district's location. |
Zip Ext | The four-digit zip code extension. |
Federal Identification Number (EIN) | The nine-digit state-assigned code identifying the district employer. |
Street Address 1 | The first line of the employer's address for payroll information purposes. Character/30 |
Street Address 2 | The second line of the employer's address for payroll information purposes. This is used for apartment, unit, or suite numbers. Character/30 |
City | The city where the district is located for payroll information purposes. Character/15 |
State | The two-character code identifies the state where the district is located for payroll information purposes. |
Zip | The five-digit zip code of the district's location for payroll information purposes. |
Zip Ext | The four-digit zip code extension for payroll information purposes. |
Prerequisites
Ensure that the following prerequisites are met before creating the New Hire report:
Enter valid information on the Rhode Island State Required page.
Complete the Employer setup. If the Employer Setup information changes, make changes as required. Note that this information is not synchronized with the W2 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 Rhode Island State Required page has been entered.
- Generate the report once before submission so that the NH Last Rptd date is populated for employees. Use a Cutoff Date that will exclude any new hires that should be reported to the state.
To exclude employees in a specific job class from being reported as new hires after the 60-day rule, update the Job Class table. Select the Exclude from New Hire 60 Day Rule checkbox for the job class. This is helpful if the same job class is assigned to teachers who you do not want to report as new hires after they return from a summer break without pay.
Create File
After the setups are complete and prerequisites are met, you can create the New Hire report.
On the RI New Hire Report page, select the Cutoff Date. The report includes employees with hire dates before the cutoff date.
Create a hard copy of the report to verify data before you create the electronic file:
Under File Type, select Hard Copy.
Under File Format, select PDF or Excel.
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.
Click Create, then click Yes.
The New Hire report is created. If any errors are encountered, an error message appears. Click OK.
Save the files and navigate to the folder containing the report file.
Inspect the files. Update data if needed.
Repeat these steps until all required data is included.
Create the electronic file:
To create the electronic file, select Electronic File under File Type.
Click Create, then click Yes.
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.
Select Electronic File and click Create.
The electronic file is created. You can submit this file to the Rhode Island Department of Labor.
After the electronic file is created, the following field on the Rhode Island State Required page is updated:
The NH Last Rptd field is updated with the date from the Cutoff 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.
Follow the state's submission procedures.