New Hire Report Setup
Before generating the New Hire Report, ensure that valid information is entered in the following fields on the Rhode Island State Required page:
NH Last Rptd
No 60 Day Rule
NH Last Paid
When you create the electronic file for the New Hire report, the information is populated for the new hires who are reported.
State Required Page - New Hire Information
Specify New Hire Information For Regular Employees
Regular employees are those employees who do not have a Pending Status of "Add Pending" on the Employee Information page.
On the application start page, select Menu -> Human Resources -> Entry & Processing -> Employee Information (under Employee).
Specify the search criteria and click Find.
OR
Leave all Search Criteria fields blank, and select only Exclude Pending Employees. Click Find.
A list of regular employees matching the search criteria appears.Double-click the relevant employee record.
On the navigation bar, click Payroll Information, and select State Required.
The following table describes the required fields on the Rhode Island State Required - <First Name Last Name (Employee number)> page.Field Description Required / Optional / Autopopulated Source Data / Override NH Last Rptd Date the employee was last reported as a new hire. This field is updated when the employee is reported as a new hire in the electronic file output.
To force the reporting of an employee, remove the date entered for the NH Last Rptd field on the State Required Page.
Autopopulated Not required No 60 Day Rule If more than 60 days have passed without the employee being paid, the employee will be reported as a new hire with the 60-day rule. If the employee should not be reported, enter Y to indicate that the 60-day rule does not apply. Optional, required only to exclude the employee from the 60-day rule. Not required NH Last Paid Date the employee was last paid. This field is updated for a new hire with the last paid date. Autopopulated Not required Enter valid information in the required fields, and on the navigation bar, click OK.
If required fields are not completed, you are prompted for valid information. Ensure that you specify valid information in all these fields, and then click OK.
The next step is to create the New Hire Report.
Specify New Hire Information For Pending Employees
Pending employees are those employees with a Pending Status of "Add Pending" on the Employee Information page.
On the application start page, select Menu -> Human Resources -> Entry & Processing -> Employee Information (under Employee).
Specify the search criteria and click Find.
OR
Leave all Search Criteria fields blank, and select only Only List Pending Employees. Click Find.
A list of regular employees matching the search criteria appears.Double-click the relevant employee record.
Click Rhode Island State Required (under Personnel).
The following table describes the required fields on the Rhode Island State Required - <First Name Last Name (Employee number)> page.Field Description Required / Optional / Autopopulated Source Data / Override NH Last Rptd Date the employee was last reported as a new hire. This field is updated when the employee is reported as a new hire in the electronic file output.
To force the reporting of an employee, remove the date entered for the NH Last Rptd field on the State Required Page.
Autopopulated Not required No 60 Day Rule If more than 60 days have passed without the employee being paid, the employee will be reported as a new hire with the 60-day rule. If the employee should not be reported, enter Y to indicate that the 60-day rule does not apply. Optional, required only to exclude the employee from the 60-day rule. Not required NH Last Paid Date the employee was last paid. This field is updated for a new hire with the last paid date. Autopopulated Not required Enter valid information in the required fields, and click Finish.
On the navigation bar, click Finish.
If required fields are not completed, you are prompted for valid information. Ensure that you specify valid information in all these fields, and then click OK.
Click OK.
The next step is to create the New Hire Report.