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September 2017 – Volume 21 Issue 3

September 2017 – Volume 21 Issue 3

Reporting new employees to your state is not a new requirement, but being able to create a file of your new (and rehired) employees from within the School Accounting System to upload to your state’s website is brand new!  The New Hire Report is a new option available in the latest release of the School Accounting System (version 17.09.26.01 or higher), and is accessed under the Government Reporting menu in Payroll.  With the New Hire Report option, all the necessary information mandated by your state to report for your new hires can be printed to a report or a file.  Below are reminders for reporting new hires for the various states:

  • Illinois:  Report new hires within 20 calendar days of their start date, including those individuals who have not previously been employed by the district, and those who were previously employed by the district but have been separated for at least 60 consecutive days.
  • Iowa:  Report new hires within 15 days of the date of hire, including those individuals who have not previously been employed by the district, and those who were previously employed by the district and had a termination lasting a minimum of 6 weeks.  Important Note:  In order to upload a file for the new hire report on the state’s website (https://secureapp.dhs.state.ia.us/epay/default.aspx), the school district must first sign up to use the upload service and submit a test file.  The steps to sign up for the upload service can be completed under the Upload New Hires section on the main menu after logging into their website.  For detailed instructions on signing up for the upload service and submitting a test file, refer to the help available on their website.
  • Kansas:  Report new hires within 20 days of the date of hire, including those individuals who have not previously been employed by the district, and those who were previously employed by the district but have been separated for at least 60 consecutive days.
  • Missouri:  Report new hires within 20 calendar days of the date of hire, including those individuals who have not previously been employed by the district, and those who are returning and are required to submit a W-4 form.
  • Nebraska:  Report new hires within 20 days of the date of hire, including those individuals who have not previously been employed by the district, and those who were previously employed by the district but have been separated for at least 60 days.
  • North Dakota:  Report new hires within 20 days of the date of hire, including those individuals who have not previously been employed by the district, and those who were previously employed by the district but have been separated for at least 60 days.  Important Note:  In order to upload a file for the new hire report on the state’s website (http://www.nd.gov/dhs/services/childsupport/empinfo/newhire/), the school district must first sign up to use the web file transfer service.  To sign up for the web file transfer service, contact the Child Support Division of the North Dakota Department of Human Services.
  • South Dakota:  Report new hires within 20 days of their first day of work, including those individuals who have not previously been employed by the district, and those who were previously employed by the district but have not worked or been paid for the past 30 days.
  • Wyoming:  Report new hires within 20 days of the date of hire, including those individuals who have not previously been employed by the district, and those who were previously employed by the district but have been separated for at least 60 consecutive days.

To view the detailed instructions on completing the New Hire Report for your state, refer to the New Hire Report topic in the Help File.