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Set up employees and payroll items

Required state-specific information for new hires

You can use the
Process New Hires
 screen to create new hire files to send to the state directory. In the grid fields, you can specify the employees to include in the file, the date they were hired, and the date the employee records were added to the application. You also have the option to preview files, manage files, move files, and create new files.
The following states require some additional information to be included in the new hire file. If that information isn't present in the file, the state will reject the file. To avoid this, the application displays a list of any information missing from the file when you select the
Create File
 button, enabling you to add the appropriate information for the client or employee to ensure file acceptance.
Alaska
Alaska requires information about the client's medical insurance availability. When the
Offers Health Care Plan
 checkbox is marked on the Payroll Information tab of the
Setup
 then
Clients
 screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.
District of Columbia
The District of Columbia requires file contact information to be included in the file. When District of Columbia is selected in the
New hire filing state
 field, the
File contact
 field becomes available. This field's drop-down is populated with the names of all staff members marked as a Payroll form preparer on the
Setup
,
Firm Information
,
Staff
, then
Main
 tab.
Connecticut
Connecticut requires the employee's job title to be included. This information is entered in the
Personal
 tab of the
Setup
 then
Employees
 screen.
Hawaii
Hawaii requires file contact information to be included in the file. When Hawaii is selected in the
New hire filing state
 field, the
File contact
 field becomes available. This field's drop-down is populated with the names of all staff members marked as a Payroll form preparer on the
Setup
,
Firm Information
,
Staff
, then
Main
 tab.
Iowa
Iowa requires information about the client's medical insurance availability. When the
Offers Health Care Plan
 checkbox is marked on the Payroll Information tab of the
Setup
 then
Clients
 screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.
Maine
Maine requires that the file contain any termination and rehire dates for employees. This information is updated in the
Edit Employment History dialog
, available form the
Personal
 tab of the
Setup
 then
Employees
 screen.
Maryland
Maryland requires the employee's salary or wage frequency. The application looks for salary information based on the first Salary pay item set up for the employee and the frequency is determined by the primary payroll schedule set up for the employee. If the pay item is an hourly item, hourly is used as the frequency.
Mississippi
Mississippi requires the employee's salary and wage frequency. The application looks for salary information based on the first Salary pay item set up for the employee and the frequency is determined by the primary payroll schedule set up for the employee.
Pennsylvania
Pennsylvania requires file contact information to be included in the file. When Pennsylvania is selected in the
New hire filing state
 field, the
File contact
 field becomes available. This field's drop-down is populated with the names of all staff members marked as a Payroll form preparer on the
Setup
,
Firm Information
,
Staff
, then
Main
 tab.
Rhode Island
Rhode Island requires information about the client's medical insurance availability. When the
Offers Health Care Plan
 checkbox is marked on the
Payroll Information tab
 of the
Setup
 then
Clients
 screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.
Vermont
Vermont requires information about the client's medical insurance availability. When the
Offers Health Care Plan
 checkbox is marked on the
Payroll Information tab
 of the
Setup
 then
Clients
 screen, the Date Qualified for Health Care column will display in the Client grid, where you can then enter a date.

This article applies to:

  • Product: Accounting CS
  • Subject: Payroll checks, Setup
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