Summary

The New Hire by Date Export feature is used to generate an export file that contains a list of employees that have been hired during a given date range.  The employees included in the file are filtered by the employee hire date. The hire date of an employee is entered when the employee is created using the Employee Maintenance window (PR> Maintenance> Employee> General tab> Hire Date field).

The New Hire by Date Export is very similar to the New Hire By Date Report, but the export option creates an ASCII file of the information so it can be submitted to government agencies.

Step by Step

1     Open the New Hires by Date window (PR> Reports> New Hires by Date).

2     Configure the report.

• The Date From and Date To fields are used to filter the new hires that display on the report by the hire date of the employees.
  • You can view the hire date of an employee using the Employee Maintenance window (PR> Maintenance> Employee Maintenance> General tab> Hire Date field).
• The Reporting Group field is used to filter the new hires by the reporting group they are assigned to.
  • Reporting groups are created and maintained on the Reporting Group Maintenance window (PR> Maintenance> Reporting Groups).
• The State field is used to select a state-specific version of the report. Select Standard if your state is not displayed in the drop-down menu.
• The export file will include the following:
  • Line E4-This is the first line of the export file and it will contain information about your organization (federal tax identification number, organization title and address (SS> Utilities> System Setup> Organization tab).
  • Line W4-Each employee included on the report will create a W4 line. Each W4 line will contain the following – SSN, first name, middle initial, last name, address (PR> Maintenance> Employee> General tab> address fields) and the hire date (PR> Maintenance> Employee> General tab> Hire Date field).
  • Line T4-This is the last line on the export file and it will contain the total number of employees included in the file.

3     Export the report.

• Click the Submit button when complete to generate the export file
• Once the export has finished processing, you can download the file from the notification link or the Jobs Viewer.