Steps
to Print a ReportNote: Below are the instructions for completing the New Hire Report option for Nebraska. In Nebraska, newly hired employees must be reported within 20 days of the date of hire; newly hired employees include those individuals who have not previously been employed by the employer, or those who were previously employed by the employer but have been separated for at least 60 days. Prior to generating the report, define and complete the following custom fields as needed:
Dependent Health Insurance Available: If desired, define a referenced custom field for Dependent Health Insurance Available with Y for Yes and N for No as the referenced values. Then complete the custom field for the applicable employees in the Employee File to indicate if the employee has dependent health insurance available; if the response for an employee is the same as the default (entered in the Default Value field when completing the New Hire Report option), leave the custom field blank.
Date Employee Qualifies for Family Health Insurance: If desired, define a date custom field for Date Employee Qualifies for Family Health Insurance. Then complete the custom field for the applicable employees in the Employee File to track the date the employee qualifies for family health insurance; if the response for an employee is the same as the default (entered in the Default Value field when completing the New Hire Report option), leave the custom field blank.
From the Payroll screen, select the Government Reporting menu and then New Hire Report.
At the New Hire Report screen, click the Report Options tab and complete the information.
For the Hire Date field, enter the range of dates in the From and To fields for which employees to include as new hires or rehires as based on their latest hire date (entered on the Employment screen in the Employee File). Use the mm/dd/yyyy format or click the down-arrow button for the fields to select the desired dates.
Tip: If an employee's latest hire date is within the date range specified here, the employee will be included in the Employee Selection List on the Select Data tab and can then be selected to be included on the report (file).
The Payment Gap Days for Additional Employees to Include field is applicable for employees who have a hire date (or latest hire date if multiple hire dates are entered) that is not within the specified date range for the Hire Date field (above). In the Payment Gap Days for Additional Employees to Include field, enter the number of days prior to a posted Payroll check dated within the specified date range, where if there is not another posted Payroll check, an employee will be included as a rehire. The number can be up to 3 digits long. Typically, this field would reflect the number of days defined by the state for the period in which an employee who is returning to work at an organization after not working (and not paid) is considered a rehire.
Tip: If an employee has a hire date (or latest hire date if multiple hire dates are entered) that is not within the specified date range for the Hire Date field (above), but has a posted Payroll check dated in that specified date range and does not have another check dated within the designated number of days prior to the other check, the employee will be included in the Employee Selection List on the Select Data tab and can then be selected to be included on the report (file).
Note: An employee that does not have a hire date entered will also be included in the Employee Selection List on the Select Data tab if the criteria for the Payment Gap Days for Additional Employees to Include field is applicable and can then be selected to be included on the report (file), but be sure to enter a hire date for the employee (in the Employee Dates List on the Employment screen in the Employee File) if the employee will be selected as the hire date is required by the state for all employees being reported.
If desired, enter the name of the person to contact with questions regarding the report in the Contact Name field. The name can be up to 40 characters long.
If desired, enter the phone number of the contact person in the Contact Phone Number field. The phone number can be up to 30 digits long. The system will automatically add the dashes for the phone number using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
Note: Initially, the phone number entered in the Primary Phone Number field in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
The Employer Offers Dependent Health Insurance Coverage field and the Employee Offered Health Insurance field (and Default Value field) are disabled.
If desired, click the down-arrow button for the Dependent Health Insurance Available field to select the referenced custom field defined in the Employee File to track if the employee has dependent health insurance available.
If desired, in the Default Value field for Dependent Health Insurance Available, enter Y or N (or click the down-arrow button to select the correct one) to use as the default for those employees where the Dependent Health Insurance Available custom field was left blank.
If desired, click the down-arrow button for the Date Employee Qualifies for Family Health Insurance field to select the date custom field defined in the Employee File to track the date the employee qualifies for family health insurance.
If desired, in the Default Value field for Date Employee Qualifies for Family Health Insurance, enter the date to use as the default for those employees where the Date Employee Qualifies for Family Health Insurance custom field was left blank. Use the mm/dd/yyyy format or click the down-arrow button for the fields to select the desired date.
The Unemployment Account Number field is disabled.
Click the Save button.
3. Click the Select Data tab to view and select the employees to include on the report (file).
All the employees with a latest hire date within the specified date range for the Hire Date field (on the Report Options tab) appear in the Employee Selection List. Also, the employees who have a hire date (or latest hire date if multiple hire dates are entered) that is not within the specified date range for the Hire Date field, but have a posted Payroll check dated in that specified date range and do not have another check dated within the designated number of days (as entered in the Payment Gap Days for Additional Employees to Include field on the Report Options tab) prior to the other check display in the list.
Note: An employee that does not have a hire date entered will also display in the Employee Selection List if the criteria for the Payment Gap Days for Additional Employees to Include field is applicable, but be sure to enter a hire date for the employee (in the Employee Dates List on the Employment screen in the Employee File) if the employee will be selected as the hire date is required by the state for all employees being reported.
Specify the employees to include on the report (file) by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: All selections will be lost once the Select Data screen is closed (either by closing the option or accessing a different tab (screen)); if selections were made, print the report and/or create the file at this time in order to include the desired records.
Tip: For new schools who just recently started using the School Accounting System, the employees displayed in the Employee Selection List may not be accurate until the school district has been using the software for the designated number of days in the Payment Gap Days for Additional Employees to Include field, since none of the employees will have other posted checks dated within the specified number of days prior to the first checks within the date range. To narrow down the list of employees displayed in the Employee Selection List, be sure to change the filters for the Latest Hire Date field (column).
4. The report can then be generated to paper and to a file (to submit to the state via the Internet).
Note: All errors (as indicated on the Select Data screen) must be resolved in order to print the report or create the file.
Printing to Paper:
From the New Hire Report screen, select the Reports menu and New Hire Report.
Creating a File:
Complete the Create Report File option.
Submit the new hire report to the appropriate state department following their instructions.
Note: If submitting the new hire report electronically via an uploaded file, submit reports by two monthly transmissions, if necessary, which are not less than 12 days or more than 16 days apart.
Click the X in the upper right-hand corner to close the screen.