Louisiana New Hire Report
Overview:
The data provided in this report is used to locate absent parents to enforce child support orders and increase the likelihood of regular child support payments. In addition, the information provided through New Hire Reporting will help reduce welfare costs and employment fraud.
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 need to have an HR Pay Assignment created so that the required reporting element, Occupation, can be extracted.
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 set up 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 ‘Setup’ menu: Site Profile, Report Profile, and Country Mapping.
Site Profile
Click Site Profile to define the entities and their details. At least one Site Profile record is required. All of the Louisiana regulatory reports utilize this same table so data will rarely need to be changed once it has been entered. In the following example, site specific information has been cleared.
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. |
Employer State Identification Number* | Employer’s State Identification number. |
Employer Country Code* | Employer’s Country Code. |
Employer Country Zip | Employer’s Country Zip Code. |
Report Profile
Click Report Profile to define the entity’s optional details. This information is used by the Load and Submission processes.
Field | Description |
|---|---|
Entity* | Click to select a specific entity to which the other information applies. |
Service Address 1 | Optional employer street address 1 where income assignment should be sent, if different from the employer address. |
Service Address 2 | Optional employer street address 2 where income assignment should be sent, if different from the employer address. |
Service Address 3 | Optional employer street address 3 where income assignment should be sent, if different from the employer address. |
Service Address City | Optional employer city where income assignment should be sent. |
Service Address State | Optional employer state where income assignment should be sent. |
Service Address Zip | Optional employer zip code where income assignment should be sent. |
Service Address Zip Ext | Optional employer zip code extension where income assignment should be sent. |
Service Country Code | Optional employer country code where income assignment should be sent. |
Service Country Zip | Service Country Zip |
Employer Contact First Name | First Name of contact who will administer income assignment. |
Employer Contact Last Name | Last Name of contact who will administer income assignment. |
Employer Contact Phone Number | Employer Phone number for administering contact. |
Country Code Mapping
Click Country Code Mapping to map the country codes between the acceptable Federal Country Codes and BusinessPLUS Country Codes.
To add code information, data is entered in the fields as described below.
Field | Description |
|---|---|
Country Name | Country Name |
Federal Country Code* | Federal Standard County 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 define named of the report instance. |
Hire Date Start* | State 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 for the source of the reported data.
Note: Recently hired employees are selected for the report based on their hire date. When setting up report instances, it may be 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.
Note: Long term data correction must be done in the other report screens or in BusinessPLUS itself. Data entered or updated in a report instance is good only for that instance.
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 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 although the long-term data fix would need to occur in BusinessPLUS or the report setup type screens. On clicking this option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved. On clicking the checkbox again (clearing the field) all the maintenance records are again 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 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 the Country Name on the Country Codes Mapping table |
Load | <EMP ID>: has invalid entry for Marital Status - <Employee Marital Status> | Correct HR Employee Master and send to PY |
Load | <EMP ID>: has invalid(length) for Foreign Country Name | Check the Country Code Mapping table and update entries as necessary |
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 entry for Suffix - <Suffix> | Correct HR Employee Master and send to PY |
Load | <EMP ID>: has missing Employee Occupation | Ensure there is a valid Employee Pay Assignment record - see layout section for rules |
Load | <EMP ID>: has invalid entry for Employee Occupation - <Employee Occupation> | There is no current or future dated pay assignment for the employee - Occupation title is based on the assigned pay assignment |
Load | <EMP ID>: has an Employee Occupation over the max length of 20 | Shorten the Position Long Description on the HRTBPC screen |
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) Country Code | 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 the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(length) Employer FEIN - <Federal EIN> | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(blank) Employer Name | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(blank) Employer Street Address 1 | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(blank) Employer City | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(blank) Employer State EIN | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(blank) Employer State | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(length) Employer State - <state> | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has invalid(blank) Employer Postal Code | Correct the Site Profile for the matching entity |
Sub | <EMP ID>: has blank Employee Occupation | There is no current or future dated pay assignment for the employee - Occupation title is based on the assigned pay assignment |
Sub | <EMP ID>: has no match for the Employee Country Code - <Country code> | Ensure there is a matching Country Code on the Country Codes Mapping screen |
Sub | <EMP ID>: has no match for the Employer Country Code - <Country code> | Ensure there is a matching Country Code on the Country Codes Mapping screen or change the Country Code on the Site Profile |
Sub | <EMP ID>: has no match for the Employer Optional Country Code - <Optional Country Code> | Ensure there is a matching Country Code on the Country Codes Mapping screen or change the Service Country Code on the Report Profile |
· ‘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 |
|---|---|---|---|---|---|---|---|
1-16 | Employee First Name | Y | A/N | 16 | hr_pe_mstr | py_emp_f_name | At least one character; no special characters |
17-32 | 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 |
33-62 | Employee Last Name | Y | A/N | 30 | hr_pe_mstr | py_emp_l_name | At least one character; no special characters except hyphen |
63-65 | Employee Suffix | N | A | 3 | hr_pe_mstr | py_emp_suffix | SR, JR, I, II, III, IV, V |
66-74 | Employee SSN | Y | N | 9 | hr_pe_mstr | hr_pe_ssn | As reported by the employee; leading zeroes required; no hyphens |
75-114 | Employee Street Address Line 1 | Y | A/N | 40 | hr_pe_mstr | py_emp_street_1 | At least two characters; left justify |
115-154 | Employee Street Address Line 2 | N | A/N | 40 | hr_pe_mstr | py_emp_street_2 | If none - blank fill |
155-194 | Employee Street Address Line 3 | N | A/N | 40 | N/A | N/A | If none - blank fill |
195-219 | Employee City | Y | A | 25 | hr_pe_mstr | py_emp_city | At least two characters; no special characters except hyphen |
220-221 | Employee State | Y | A | 2 | hr_pe_mstr | py_emp_state | The standard 2-character abbreviation for the state or a valid territory abbreviation |
222-226 | Employee Address Zip 1 | Y | N | 5 | hr_pe_mstr | py_emp_zip | If US address then only US 5-digit zip code; left justified; if foreign address, left justify |
227-230 | Employee Address Zip Ext | N | A/N | 4 | hr_pe_mstr | py_emp_zip_ext | US state and territories use only; this is for the +4 zip code |
231-232 | Employee Country Code | Y | 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) |
233-257 | Employee Country Name | N | A/N | 25 | rr_new_hire | emp_country_name | If present, at least 2 characters |
258-272 | Employee Country Zip | N | A/N | 15 | rr_new_hire | emp_country_zip | If none - blank fill |
273-273 | Employee Marital Status | N | A | 1 | hr_pe_mstr | py_emp_mrt_st | M=Married, S=Single |
274-281 | Employee Date of Hire | Y | N | 8 | hr_pe_mstr | py_emp_hire_dt | Numeric format - MMDDYYYY |
282-326 | Employer Name | Y | A/N | 45 | rr_site_profile | emplr_name | At least two characters; left justify |
327-366 | Employer Address 1 | Y | A/N | 40 | rr_site_profile | emplr_addr1 | Employer's mailing address |
367-406 | Employer Address 2 | N | A/N | 40 | rr_site_profile | emplr_addr2 | If none - blank fill |
407-446 | Employer Address 3 | N | A/N | 40 | rr_site_profile | emplr_addr3 | If none - blank fill |
447-471 | Employer City | Y | A | 25 | rr_site_profile | emplr_city | At least two characters; left justify |
472-473 | Employer State | Y | A | 2 | rr_site_profile | emplr_state_code | The standard 2-character abbreviation for the state or a valid territory abbreviation |
474-478 | Employer Address Zip 1 | Y | N | 5 | rr_site_profile | emplr_zip | If US address then only US 5-digit zip code; left justified; if foreign address, left justify |
479-482 | Employer Address Zip Ext | N | N | 4 | rr_site_profile | emplr_zip_ext | US state and territories use only; this is for the +4 zip code; blank fill |
483-484 | Employer Country Code | Y | A/N | 2 | rr_site_profile | emplr_country_cd | For foreign addresses only; blank fill |
485-509 | Employer Country Name | N | A/N | 25 | rr_country_codes | country_desc | If present, at least 2 characters |
510-524 | Employer Country Zip | N | A/N | 15 | rr_site_profile | emplr_country_zip | If none - blank fill |
525-533 | Employer FEIN | Y | N | 9 | rr_site_profile | emplr_fed_ein | Federal Employer ID Number - numeric digits only; no hyphen |
534-545 | Employer State EIN | Y | A/N | 12 | rr_site_profile | emplr_state_ein | Employer State ID |
546-565 | Employee Occupation | Y | A | 20 | rr_new_hire | emp_occupation | Derived by:
|
566-574 | Employee Salary | N | N | 9 | rr_new_hire | emp_act_salary | For LA report, zero fill |
575-576 | Employee Salary Frequency | N | A | 2 | rr_new_hire | emp_salary_freq | For LA report, blank fill |
577-578 | Employee State of Hire | N | A | 2 | hr_pe_mstr | py_emp_state | Valid state or territory abbreviation |
579-586 | Employee Date of Birth | N | N | 8 | hr_pe_mstr | py_emp_birth_dt | Numeric format - MMDDYYYY |
587-587 | Employee Insurance Indicator | N | A | 1 |
|
| This is not being reported because how the data is to be obtained is unknown; blank fill |
588-627 | Service Address 1 | N | A/N | 40 | rr_new_hire_profile | emplr_opt_ addr_1 | Optional address where income assignment should be sent; if there is no report profile record for the entity then blank fill |
628-667 | Service Address 2 | N | A/N | 40 | rr_new_hire_profile | emplr_opt_ addr_2 | If none - blank fill |
668-707 | Service Address 3 | N | A/N | 40 | rr_new_hire_profile | emplr_opt_ addr_3 | If none - blank fill |
708-732 | Service Address City | N | A/N | 25 | rr_new_hire_profile | emplr_opt_ city | If none - blank fill |
733-734 | Service Address State | N | A/N | 2 | rr_new_hire_profile | emplr_opt_ state | If none - blank fill |
735-739 | Service Address Zip 1 | N | N | 5 | rr_new_hire_profile | emplr_opt_ zip | A valid zip code; blank fill |
740-743 | Service Address Zip Ext | N | A/N | 4 | rr_new_hire_profile | emplr_opt_ zip2 | The 4-digit zip code extension; blank fill |
744-745 | Service Country Code | N | A/N | 2 | rr_new_hire_profile | emplr_opt_country_cd | If none - blank fill |
746-770 | Service Country Name | N | A/N | 25 | rr_country_codes | country_desc | If none - blank fill |
771-785 | Service Country Zip | N | A/N | 15 | rr_new_hire_profile | emplr_opt_country_zip |
|
786-801 | Employer Contact First Name | N | A | 16 | rr_new_hire_profile | emplr_contact_first_name |
|
802-822 | Employer Contact Last Name | N | A | 21 | rr_new_hire_profile | emplr_contact_last_name |
|
823-832 | Employer Contact Phone Number | N | N | 10 | rr_new_hire_profile | emplr_contact_phone |
|
833-1132 | Filler | Y | A | 300 |
|
| Blank fill |
Data Types:
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
Record Length: 1132 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 the ‘Generate Report’ button or the ‘View Report’ button on the Submission page.
About
The About screen displays system level information about the report such as the version, report name and database details.