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Set up employees and payroll items

Report new hires to state agencies

You'll need to contact the state you're filing with and register as a multi-state employer, even if you're only filing for 1 state. The application creates the state new hire files in the multi-state method of reporting.
  1. Select
    Actions
    ,
    Process New Hires
    , then
    Employees
    .
    note
    You can also use these instructions to report California Independent Contractors. To do so, select
    Actions
    ,
    Process New Hires
    , then
    California Independent Contractors
    .
  2. In the
    New hire filing state
     field, select the state.
  3. In the
    Name control
     field, enter the first 4 characters of the name your firm is registered with the state with.
    note
    • This field defaults to the first 4 characters of the name listed in the Firm screen, or the client's Payroll name listed in the Clients screen.
    • These states are exceptions to this naming convention: California, Delaware, Idaho, Illinois, Kansas, and Nevada.
  4. Mark the checkboxes for the client or employees of a client to include in the new hire file. The grid contains all employees who haven't been reported as new hires yet.
    tip
    You can change the reported status of an employee manually using the
    New hire reported
     checkbox on the Personal tab of the Employees screen.
  5. (Optional) Select
    Preview Selected
     to review the file and it's contents.
  6. Select
    Create File
    .
  7. Retrieve the file from the state-specific folder in the file location indicated on the Process New Hires screen and send it to the agency in the requested manner.
tip
You can use the
Manage New Hire Files
 screen to exclude clients from the new hire file and move them back to the
Process New Hires
 screen.
To access the screen, select
Actions
Process New Hires
Employees
. In the
Process New Hires
 screen, select
Manage Files
.
The Manage New Hire Files grid contains all clients contained in the new hire files. To exclude clients from the file and move them back to the
Process New Hire Files
 screen, you can mark the checkbox next to the client then select
Mark as Unreported
.

This article applies to:

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

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