New Hire Report

You can use the New Hire Report to report information on newly hired and rehired employees to the South Carolina Department of Employment and Workforce. It must be reported within 20 days of the employee's first working day.

An employee is considered a new hire if they were not previously employed or they were previously employed but has been separated from such prior employment for at least 60 consecutive days.

An employee is considered a rehire if they were previously employed but has been separated from such prior employment for more than 60 consecutive days.

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 Child Support Services Division of the Department of Social Services, where the records are matched against child support records to locate absent parents, establish an order for child support, or enforce an existing order. The reported data must be transmitted to the Department of Social Services within 15 working days after the end of each quarter.

Menu Path

Human Resources > State > State - SC > New Hire Report

Submission Period

The report is processed every quarter.

Selection Rule

NH Last Rptd has no date entered.

Setup

Employer

Before generating reports, complete the New Hire Report Setup procedure. Then ensure that valid information is specified in the Required fields on the SC New Hire Report - Setup - Employer page.

1. On the SC New Hire Report page, select Setup > Employer.

2. Ensure that valid information is specified in the Required fields.

   

   If valid information is not specified on the SC New Hire Report - Setup - Employer page, the default information from the W2 employer information is displayed.

3. Click Save.

4. Click Yes. The default W2 employer information is saved.

5. If you need to update the information on the SC New Hire Report - Setup - Employer page, click Reset.

   

   Updates to the default W2 employer information are not synchronized with the information displayed on the SC New Hire Report - Setup - Employer page. Click Reset, and manually update the employer information.

6. Specify valid information in the Required fields.

7. Click Save.

8. Click Yes. The updated employer information is saved.

Prerequisites

Ensure that the following prerequisites are met before creating the New Hire report:

• Before you generate reports to send to the state, complete one of the following to avoid reporting all employees as new hires:

  • Make sure that the NH Last Rptd date on the employee's State Required page has been entered.

  • Generate the report once before the one you intend to submit so 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

• Complete the Employer Setup. If Employer Setup information changes, select the Setup option and make changes as needed. Note that this information is not synchronized with the W2 employer information.

• 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.

Process

To create a report:

1. If needed, update related setup to reflect any changes.

2. Create the New Hire Report and check that the data is correct.

3. Once the data is correct, create the New Hire Report again.

4. Download the New Hire Report and follow the state's submission procedures.

Create File

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

1. On the SC New Hire Report page, enter the date in the Cutoff Date field. Employees with hire dates prior to the cutoff date will be included in the report.

2. Create a hard copy of the report to verify data before you create the electronic file:

   1. Under File Type, select Hard Copy.

   2. Under File Format, select PDF or Excel.

   3. If you have security to view the full Social Security Number (without masking) and you want to include the full Social Security Number, select Print Full Social Security Number.

   4. Click Create, then click Yes.
      The New Hire report is created. If any errors were encountered, an error message appears. Click OK.

      

      Depending on the browser type, the report file is either displayed within the browser, or you are prompted to select a download location.

3. Save the files and navigate to the folder containing the report file.

4. Inspect the files. Update data, if needed.

5. Repeat steps 1 to 4 until all required data is included.

6. Create the electronic file:

   1. Under File Type, select Electronic File.

   2. Click Create, then click Yes.

   3. If a hard copy of the report was not created, 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.

   4. Select Electronic File and click Create.

      

      Depending on the browser type, the report file is either displayed within the browser, or you are prompted to select a download location.

The electronic file is created. You can submit this file to the South Carolina Department of Employment and Workforce.

After the electronic file is created, the NH Last Rptd field on the South Carolina State Required - <First Name Last Name (Employee number)> page is updated with the date in the Cutoff Date field. This ensures that the same employees don't get reported again.