FL New Hire

Overview

The information provided through New Hire Reporting will help reduce welfare costs and employment fraud. The data provided in this report is also used to locate absent parents in order to enforce child support orders and increase the likelihood of regular child support payments.

Employers are required to report persons hired or rehired within 20 days of their official hire date. To avoid submitting the same employee multiple times, after records are verified and the submission file created, the user must go back to the submission menu option and enter the date the file was submitted.

Report Frequency

For employers filing electronically, the information is to be reported at least twice monthly, 12 to 16 days apart.

Selection Criteria

Employees are selected based upon their Hire Date. If it falls within the reporting timeframe, they are selected for the report.

Note: An employee is only submitted one time so if multiple report instances are created, with overlapping dates, the employee will not appear in each instance if any one instance has already been submitted.

BusinessPLUS Setup

Employees must be entered in the system soon after they are hired so the district can meet the requirement of reporting them within 20 days of being hired. If the district is not automatically sending records to payroll from human resources, the records must be sent to payroll before the report extract can be run.

Setup

Before a report can be generated, the reporting interface must be accessed and necessary data setup completed. This configuration information is used by the Load and Submission processes.

Note: For detailed information about the report screens/tabs, see the “Overview of Regulatory Reporting” document. This document explains the items in common for all reports.

The following options need to be configured under the “Setup” menu:

· Site Profile

· Report Profile

· Country Mapping

Site Profile

Click Site Report to define the entities and their details. At least one Site Profile record is required. All of the Florida regulatory reports utilize this same table so data will rarely need to be changed once it has been entered.

To add details about a site, enter data in the fields as described below.

Field	Description
Entity*	ID of the entity/employer. The entity should be a valid entry as defined in BusinessPLUS. Once saved, the value cannot be changed.
Employer Name*	Name of the employer for whom the entity is defined.
Employer Address*	First line of the employer’s address.
Employer Address (2)	Second line of the employer’s address.
Employer Address (3)	Third line of the employer’s address.
Employer City*	City in which the employer is located.
Employer State*	State in which the employer is located. Click for the list of states.
Employer Zip Code*	Numeric zip code of the employer’s location. This field accepts only five numeric characters and does not allow all five characters to be zeroes.
Employer Zip Code Extension	Numeric zip code extension of the employer’s location. This field accepts only numeric characters of 4 digits or less.
Employer Federal Identification Number*	Employer’s Federal Identification Number. This field can have only numeric characters of length 9 and does not allow all 9 characters to be zeroes. Example: “000000000” is an invalid number.
Employer Phone Number	Phone Number of the employer.
Employer Phone Extension	Employer’s Phone Number Extension.
Employer Country Code	Employer’s Country Code.
Employer Contact Name	Employer’s contact details.

Report Profile

Click Report Profile to define the entity’s additional details. This information is used by the Load and Submission processes.

To add additional details for each entity associated with a site, enter data as described below.

Field	Description
Entity*	Click to select a specific entity to which the other information applies.
Child Support Address Line 1	Optional Address where child support payment orders should be sent, if different from standard address.
Child Support Address Line 2	Optional Address 2 where child support payment orders should be sent, if different from standard address.
Child Support Address Line 3	Optional Address 3 where child support payment orders should be sent, if different from standard address.
Child Support City	Employer City where child support payment orders should be sent.
Child Support State	Employer State where child support payment orders should be sent.
Child Support Zip Code	Employer Zip Code where child support payment orders should be sent.
Child Support Zip Code Extension	Employer Zip Code Extension where child support payment orders should be sent.
Child Support Country Code	Employer Country code where child support payment orders should be sent.
Child Support Employer Phone Number	Employer Phone Number where child support payment orders should be sent.
Child Support Employer Phone Extension	Employer Phone Number Extension where child support payment orders should be sent.
Child Support Employer Contact Name	Employer Contact Name.
Multi-State Indicator	Multi-State Indicator (Yes/No).

Country Code Mapping

Click Country Code Mapping to map the country codes between the acceptable Federal Country codes and BusinessPLUS Country Codes.

Enter data in the fields as described below.

Field	Description
Country Name	Long country name. Example: “United States”, or “United Kingdom”.
Federal Country Code *	Federal Standard Country Code (pre-populated in the table).
BP Country Code *	BusinessPLUS Country Code

Instance

Click Instance to configure the report instances for each report to be created. Report instances need to be configured for the Load Process.

Think of the Report Instance as an identification of the time period for each report/file to be created. If desired, report instances can be created in advance for each month of the current year.

Enter data in the fields as described below.

Field	Description
Name *	User defined name of the report instance.
Hire Date Start*	Start date of the reporting period - “MM/DD/YYYY” format. Once the report instance is created, the date cannot be edited.
Hire Date End*	End date of the reporting period - “MM/DD/YYYY” format. The end date should be later than the Hire Date Start. Once the report instance is created, the date cannot be edited.

Load

Click Load to select the Report Instance for which to extract and load the eligible records into the maintenance table. See the “Submission File Layout” section for the source of the reported data.

Note that recently hired employees are selected for the report based on their hire date. When setting up report instances, you may find it necessary to overlap hire date ranges to ensure that all recently hired employees are reported. When loading an employee, the system will check all previous report instances with submission dates to avoid reporting the same employee, based on social security number and hire date, multiple times.

To launch the Load Process, select the appropriate data and, if necessary, refer to the Overview of Regulatory Reporting guide for additional information.

Maintenance

Click Maintenance to view Load Process results. The load will include any generated errors and will display those in the bottom half of the screen. Data manipulation is allowed on the extracted employee data.

Possible Error & Warning Messages

The grid at the bottom of the Maintenance page displays error messages logged during the load extract/submission package execution. The submission errors include invalid/missing mandatory field values. These values can be corrected by selecting the record from the error log grid and clicking on the “Filter Selected Record” checkbox. However, the long-term data fix would need to occur in BusinessPLUS or the report setup type screens. Data entered or updated in a report instance is good only for that instance.

On clicking the “Filter Selected Record” option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved. On click of “View All Records”, all the maintenance records are displayed on the maintenance grid.

The potential Error/Warning Messages are described in the table below. How to resolve the errors is also provided. In some cases, the message may be informational only and should not significantly affect the Submission Process. See the “Submission File Layout” section regarding the fields in question to verify if they are required.

To generate a separate error report that can be printed or used for reference for either the Load or Submission type errors, make the appropriate selection in the “Error Log By Last” drop-down menu and click on the generate report icon to the far right of the “Error Log By Last” field.

Type	Error / Warning Message	Resolution
Load	<EMP ID>: has invalid(blank) SSN	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(length) for SSN	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(characters) in SSN - <Emp SSN> will be changed to <Emp SSN without special chars> in the Submission Record	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for SSN - <Emp SSN>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) First Name	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for First Name - <First Name>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for Middle Name - <Middle Name>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) Last Name	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for Last Name - <Last Name>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) Address	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) City	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(length) for City	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for City - <City>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) State	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(length) for State	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for State - <State>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for Zip - <Employee Zip>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) Zip	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(all zeros) Zip <Employee Zip>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for Zip Ext - <Employee Zip Ext>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(length) for Foreign Country Name	Correct HR Employee Master and send to PY or check the Country Name in the Country Codes Mapping table
Load	<EMP ID>: has invalid(blank) State of Hire	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(length) for State of Hire	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid entry for State of Hire - <Employee State Of Hire>	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) Birth Date	Correct HR Employee Master and send to PY
Load	<EMP ID>: has invalid(blank) Hire Date	Correct HR Employee Master and send to PY
Load	<EMP ID>: was already included in <Report Instance> Report Instance and will not be included in this report	An employee ID can only be submitted one time. Automatic exclusion will occur if the ID appears on an already submitted report.
Sub	<EMP ID>: has invalid(blank) SSN	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(length) of SSN - <Emp SSN>	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) First Name	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) Last Name	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) Street Address 1	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) City	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) State	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(length) State - <State>	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) Postal Code	Correct HR Employee Master and send to PY
Sub	<EMP ID>: has invalid(blank) Employer FEIN	Correct Site Profile
Sub	<EMP ID>: has invalid(length) Employer FEIN - <Federal EIN>	Correct Site Profile
Sub	<EMP ID>: has invalid(blank) Employer Name	Correct Site Profile
Sub	<EMP ID>: has invalid(blank) Employer Street Address 1	Correct Site Profile
Sub	<EMP ID>: has invalid(blank) Employer City	Correct Site Profile
Sub	<EMP ID>: has invalid(blank) Employer State	Correct Site Profile
Sub	<EMP ID>: has invalid(length) Employer State - <state>	Correct Site Profile
Sub	<EMP ID>: has invalid(blank) Employer Postal Code	Correct Site Profile
Sub	<EMP ID>: has no match for the Employer Country Code - <Country code>	Check Site Profile as well as the Country Codes Mapping table

Note:

· “Load” indicates the message appears during the Load Process, on the bottom of the Maintenance screen

· “Sub” indicates the message appears on the Submission report

Submission

After verifying the maintenance data, click Submission to create the file to be submitted to the reporting agency.

Submission File Layout

The following table shows the field numbers, field names, and source within BusinessPLUS.

Position	Field	Req.	Type	Size	Source Table	Source Column	Description / Business Logic
1-17	Record Identifier	Y	A/N	17			Constant value "FL Newhire Record"; case does not matter
18-21	Format Version Number	Y	A/N	4			Format Version Number - Constant value “1.00”
22-37	Employee First Name	Y	A/N	16	hr_pe_mstr	py_emp_f_name	At least one character; no special characters
38-53	Employee Middle Name	N	A/N	16	hr_pe_mstr	py_emp_m_name	Blank fill or must be at least one character; no special characters
54-83	Employee Last Name	Y	A/N	30	hr_pe_mstr	py_emp_l_name	At least one character; no special characters except hyphen
84-92	Employee SSN	Y	N	9	hr_pe_mstr	hr_pe_ssn	As reported by the employee; leading zeroes required; no hyphens
93-132	Employee Street Address Line 1	Y	A/N	40	hr_pe_mstr	py_emp_street_1	At least two characters; left justify
133-172	Employee Street Address Line 2	N	A/N	40	hr_pe_mstr	py_emp_street_2	If none - blank fill
173-212	Employee Street Address Line 3	N	A/N	40			If none - blank fill
213-237	Employee City	Y	A/N	25	hr_pe_mstr	py_emp_city	At least two characters; no special characters except hyphen
238-239	Employee State	Y	A/N	2	hr_pe_mstr	py_emp_state	The standard 2-character abbreviation for the state or a valid territory abbreviation
240-259	Employee Postal Code	Y	A/N	20	hr_pe_mstr	py_emp_zip	If a US address then only US 5-digit zip code; left justified; if foreign address then left justify
260-263	Employee +4 Zip Code (US Only)	N	N	4	hr_pe_mstr	py_emp_zip_ext	US state and territories use only; this is for the +4 zip code
264-265	Employee Country Code	N	A/N	2	hr_pe_mstr	py_emp_cntry	For foreign addresses only; refer to US Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995)
266-273	Employee Date of Birth	N	N	8	hr_pe_mstr	py_emp_birth_dt	Numeric format - MMDDYYYY
274-281	Employee Date of Hire	Y	N	8	hr_pe_mstr	py_emp_hire_dt	Numeric format - MMDDYYYY
282-283	Employee State of Hire	N	A/N	2	hr_pe_mstr	py_emp_state	Valid state or territory abbr or "FL" if blank
284-284	284	N	A	1			"Y" if medical insurance is available to employee, otherwise "N"
285-285	Blank – Filler	Y	A/N	1			Blank fill
286-294	Employer FEIN	Y	N	9	rr_site_profile	emplr_fed_ein	Federal Employer Identification Number - numeric digits only; no hyphen
295-306	Employer UC Acct #	N	A/N	12	rr_icesa_profile	ui_account_no	State Unemployment Compensation Identification Number; also known as UI number; blank fill
307-351	Employer Name	Y	A/N	45	rr_site_profile	emplr_name	At least two characters; left justify
352-391	Employer Street Address Line 1	Y	A/N	40	rr_site_profile	emplr_addr1	Employer's mailing address
392-431	Employer Street Address Line 2	N	A/N	40	rr_site_profile	emplr_addr2	If none - blank fill
432-471	Employer Street Address Line 3	N	A/N	40	rr_site_profile	emplr_addr3	If none - blank fill
472-496	Employer City	Y	A/N	25	rr_site_profile	emplr_city	At least two characters; left justify
497-498	Employer State	Y	A/N	2	rr_site_profile	emplr_state_code	The standard 2-character abbreviation for the state or a valid territory abbreviation
499-518	Employer Postal Code	Y	A/N	20	rr_site_profile	emplr_zip	If a US address then only US 5-digit zip code; left justified; if foreign address then left justify
519-522	Employer +4 Zip Code (US Only)	N	A/N	4	rr_site_profile	emplr_zip_ext	US state and territories use only; this is for the +4 zip code; blank fill
523-524	Employer Country Code	N	A/N	2	rr_site_profile	emplr_country_cd	For foreign addresses only; blank fill
525-534	Employer Phone Number	N	N	10	rr_site_profile	emplr_phone	Employer contact 10-digit phone number including area code; no hyphens or parentheses; blank fill
535-540	Employer Phone Ext.	N	N	6	rr_site_profile	emplr_phone_ext	Employer contact extension; numeric only; blank fill
541-560	Employer Contact	N	A/N	20	rr_site_profile	emplr_contact	Name of New Hire contact
561-600	Employer Optional Address Line 1	N	A/N	40	rr_new_hire_profile	emplr_opt_ addr_1	Optional address where Child Support Payment Orders should be sent; if there is no report profile record for the entity then report blank fill
601-640	Employer Optional Address Line 2	N	A/N	40	rr_new_hire_profile	emplr_opt_ addr_2	If none - blank fill
641-680	Employer Optional Address Line 3	N	A/N	40	rr_new_hire_profile	emplr_opt_ addr_3	If none - blank fill
681-705	Employer Optional Address - City	N	A/N	25	rr_new_hire_profile	emplr_opt_ city	If none - blank fill
706-707	Employer Optional Address - State	N	A/N	2	rr_new_hire_profile	emplr_opt_ state	If none - blank fill
708-727	Employer Optional Address Postal Code	N	N	20	rr_new_hire_profile	emplr_opt_ zip	A valid zip code; blank fill
728-731	Employer Optional Address +4 Zip Code (US Only)	N	A/N	4	rr_new_hire_profile	emplr_opt_ zip2	If available, enter the 4-digit zip code extension; blank fill
732-733	Employer Optional Country Code	N	A/N	2	rr_new_hire_profile	emplr_opt_country_cd	If none - blank fill
734-743	Employer Optional Phone Number	N	N	10	rr_new_hire_profile	emplr_opt_phone	If none - blank fill
744-749	Employer Optional Phone Ext.	N	N	6	rr_new_hire_profile	emplr_opt_phone_ext	If none - blank fill
750-769	Employer Optional Contact	N	A/N	20	rr_new_hire_profile	emplr_opt_contact	Name of employer contact for income deduction orders; if none - blank fill
770	Filler	N	A/N	1			Blank fill - reserved for future use
771	Multi-State Indicator	N	A/N	1	rr_new_hire_profile	emplr_multi_state	"Y" for Yes reporting as a multi-state employer to FL or "N" for No
772-801	Filler	N	A/N	30			Blank fill - reserved for future use

Data Types

A/N: Alpha Numeric, left justified, and blank

N: Numeric, right justified, zero, unsigned without decimal point, cents, and dollars

Record Length: 801 bytes/characters plus one character for carriage return and one character for line feed

Submission Report

The submission file report can be obtained by clicking Generate Report or View Report Buttons on the Submission window.

About

The About screen displays system level information about the report such as the version, report name and database details. This information is generally used by support personnel.