The Personal Responsibility and Work Opportunity Act of 1996 requires reports to be generated and sent to state tax authorities after new employees are hired. Companies that operate in multiple states can also choose to file their new hire reports for all states centrally to one state. The New Hire Report generates these reports, which include all federal and state requirements.

Depending on the state or states in which your company operates, the New Hire Reporting frequency may vary. Determine the required reporting frequency prior to running the New Hire Report.

The report contains the following federally mandated information for each new hire in the reporting period:

• Employee name
• Social Security Number
• Employee address
• Employer name
• Employer address
• Employer Identification Number (EIN)

Some states require additional types of information, such as employee date of birth, hire/rehire date, and employer SUI account number.

The report allows employers to choose any state in which they operate as the one to which they report all new hires. Based upon that choice, the system automatically selects the appropriate information required by that state and produces a data file for all newly hired and rehired employees for the period specified.

The report results can be output on magnetic media or printed and saved.

To run the New Hire Report from the Personnel administration menu choose Administration ® Reporting ® Reports ® Administration US ® Compliance ® New Hire Reporting. When you run this report, it reads all needed employer and employee data from various sources, including the tax interface tables and employee master data from infotypes 0000, 0001, 0002, 0006, 0007, 0167, 0209, and 0210. The program also determines which information is necessary for each new employee in the reporting period selected, depending on the employee’s Unemployment Insurance (UI) state.