You can submit your new hire reports electronically to one of the following states: CA, FL, KY, IL, NE, NY, TX, AR, MI, LA, OH, PA, MD, or SC using the New Hire State Magnetic Media report. The report produces employer, new hire employee and total number information that you can submit to the reporting state.

If you are a multistate employer from one of the above states, you can choose one state to which to submit your new hire reports.

You run the New Hire State Magnetic Media report from the Submit Request window.

   To run the New Hire State Magnetic Media report:

1. Select New Hire State Magnetic Media in the Name field. If the Parameters window does not open automatically, click in the Parameters field.

2. Select the date on which you want the report to run in the As of Date field. This date defaults to the effective date, however you can change it.

3. Select the GRE and state for which you want to produce the report.

4. Select whether you want to produce an audit report.

   The audit report produces two files, the .a01 and the .a03, that you can view with a spreadsheet application. The .a01 file includes information on the employer and the total number of new hires for each state. The .a03 file includes basic employee information, such as, name and address. You can use these reports to view the information that is contained in the file to be submitted to the state agency.

   The audit report would produce the following two files: o<request_id>.a01 and o<request_id>.a03.

5. If you choose Florida as the reporting state and you are a multistate employer, you must select Yes in the Multistate Employer (FL) field.

6. If 'Employee' is selected for the 'Dependent Health Insurance' report parameter, then all employees either set to 'Include in New Hire Report' or 'Include in New Hire Report without Dependent Health Insurance' in their employee record (People window, Employment tab region, New Hire field) will be included in the New Hire State Magnetic Media report, but the Dependent Health Insurance Start Date will only be populated for those employees with 'Include in New Hire Report' as their New Hire Status in their employee record. For those employees with a New Hire Status of 'Include in New Hire Report without Dependent Health Insurance' the Dependent Heath Insurance Start Date will be populated as 'Not Avail'. Note: If 'Yes' or 'No' is selected for the Dependent Health Insurance report parameter, the Employee level indicator will be ignored.

7. Select the report mode. Options available are 'D' for Draft mode and 'F' for Final mode. The default is set to 'D' for Draft.

8. Choose the Submit button.

   The file that is created is in the $APPLCSF/out directory, and has the character set EBCDIC. You can submit this file to the state agency using a diskette format. The file names for each state are:

   • o<request_id>.mf file - File generated in the specified format to be submitted by the states.

   • o<request_id>.a03 file - Audit file listing the employees details included in the .mf file.

   • o<request_id>.a01 file - File showing GRE details and the count of employees generated for each state.

   Important: Before submitting any file to the state, rename the file according to the convention specified by that state.