Generating the New Hire Report for North Dakota

Note:  Below are the instructions for completing the New Hire Report option for North Dakota.  In North Dakota, 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 consecutive days.  Prior to generating the report, define and complete the following custom field as needed:

  1. From the Payroll screen, select the Government Reporting menu and then New Hire Report.

  1. At the New Hire Report screen, click the Report Options tab and complete the information.

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).

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.

3.  Click the Select Data tab to view and select the employees to include on the report (file).

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.

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:

Steps to Print a Report

Creating a File:

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.

Steps to Create a Report File

  1. 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.

  1. Click the X in the upper right-hand corner to close the screen.