New Hire Report (Human Resources) (Minnesota)

Last Modified on 11/18/2024 10:43 am CST

Human Resources will no longer be available after June 30th, 2025. For more information, visit the Human Resources and Staff Evaluation Deprecation FAQ.

Tool Search: New Hire Report

The New Hire Report will extract data regarding newly hired personnel from the Human Resources module between the dates entered on the extract editor. It will also report independent contractors from the Accounts Payable Vendor Master if they have an invoice within the selected date range and the option to include independent contractors is checked. Tool rights to the Vendor Master are necessary to check the independent contractor option.

Screenshot of the New Hire Report Extract Editor.New Hire Report Extract Editor

Report Logic

A record is reported for each staff person in the district with a Hire Date between the Snapshot Date and the Previous Snapshot Date entered in the extract editor.

If the Include Independent Contractors checkbox is marked on the extract editor, a record reports for each vendor meeting the following criteria:

  • The option 7: Nonemployee Compensation is selected in the 1099 Misc vendor field on the vendor record.
  • The vendor is included on an invoice within the date range entered on the extract editor.

Generating the Report

  1. Enter a Snapshot Date in mmddyy format or by clicking the calendar icon and selecting a date.
  2. Enter a Previous Snapshot Date in mmddyy format or by clicking the calendar icon and selecting a date.
  3. Select an Ad Hoc Filter (optional) to report a record for each person who is included in the filter.
  4. Mark the Include Independent Contractors checkbox to include independent contractors in the report.
  5. Select the desired Format. Choose the State Format is submitting data to the state, otherwise choose one of the testing formats to verify data before submission.
  6. Click Generate Extract. The extract will display in the chosen format.

Screenshot of the New Hire Report in State Format (Fixed width).New Hire Report - State Format (Fixed width)

Screenshot of the New Hire Report in CSV.New Hire Report - CSV

Screenshot of the New Hire Report in HTML.New Hire Report - HTML

Report Layout

Element

Description

Type, Format and Length

Campus Database

Campus Location

Record Identifier

Identifies the extract being generated.

MN New Hire Record is reported.

Alphanumeric, 20 characters

Not Dynamically Stored

Not Dynamically Stored

Format Version Number

Identifies the format version.

1.00 is reported.

Alphanumeric, 4 characters

Not Dynamically Stored

Not Dynamically Stored

Employee First Name

Identifies the employee's legal first name. 

Aplhanumeric, 16 characters

identity.firstName
hrDemographics.firstName

Census > People > Demographics > First Name;
Human Resources > Personnel > Personnel Master > HR General Information > First Name;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > First Name

Employee Middle Name

Identifies the employee's legal middle name.

Alphanumeric, 16 characters

identity.middleName
hrDemographics.middleName

Census > People > Demographics > Middle Name;
Human Resources > Personnel > Personnel Master > HR General Information > Middle Name;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > Middle Name

Employee Last Name

Identifies the employee's legal last name. 

Alphanumeric, 30 characters

identity.lastName
hrDemographics.lastName

Census > People > Demographics > Last Name;
Human Resources > Personnel > Personnel Master > HR General Information > Last Name;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > Last Name

Employee SSN

Identifies the employee's Social Security Number.

If reporting a vendor, report Tax ID from vendor record.

Numeric, 9 digits

identity.ssn
hrDemographics.ssn

Census > People > Demographics > Social Security Number;
Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > Tax ID

Employee Address Line 1

Identifies the employee's Active HR Mailing Street Address as of the current date.

If more than one address meets these conditions, the primary household with the most recent start date is reported. A secondary address reports if an active primary address meeting these conditions is not available.

If reporting a vendor, report remit to address from vendor record.

Alphanumeric, 40 characters

address.number
hrHLAddress.number

Census > Household/Address > Number;
Human Resources > Personnel > Personnel Master Contact Information > Household > Address;
Finance > Accounts Payable > Vendor Master > Vendor > Remit to Address

Employee Address Line 2

Identifies the second line of the employee's mailing address.

Alphanumeric, 40 characters

address.street
hrHLAddress.street

Census > Household/Address > Street;
Human Resources > Personnel > Personnel Master Contact Information > Household > Address;
Finance > Accounts Payable > Vendor Master > Vendor > Remit to Address

Employee Address Line 3

Identifies the third line of the employee's mailing address.

Alphanumeric, 40 characters

address.street
hrHLAddress.apt

Human Resources > Personnel > Personnel Master Contact Information > Household > Address;
Finance > Accounts Payable > Vendor Master > Vendor > Remit to Address

Employee City

Identifies the employee's city listed on the Active HR Mailing Address.

If more than one address meets these conditions, the address with most recent start date as of Snapshot Date is reported.

If reporting a vendor, the city on the vendor record is reported.

Alphanumeric, 25 characters

address.city
hrHLAddress.city

Census > Household/Address > City;
Human Resources > Personnel > Personnel Master Contact Information > Household > Address > City;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > City

Employee State

Identifies the employee's state listed on the Active HR Mailing Address.

If more than one address meets these conditions, the address with most recent start date as of Snapshot Date is reported.

If reporting a vendor, the state from vendor record is reported.

Alphanumeric, 2 characters

address.state
hrHLAddress.state

Census > Household/Address > State;
Human Resources > Personnel > Personnel Master Contact Information > Household > Address > State;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > State
 

Employee Postal Code

Identifies the employee's postal code on the Active HR Mailing Address.

If more than one address meets these conditions, the address with most recent start date as of Snapshot Date is reported.

If reporting a vendor, the 5-digit zip code on the vendor record is reported.

Alphanumeric, 20 characters

address.zip
hrHLAddress.zip

Census > Household/Address > Zip;
Human Resources > Personnel > Personnel Master Contact Information > House Hold > Address Zip;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > Zip

Employee Zip+4

Identifies the Zip4 on the Active HR Mailing Address as of the Snapshot Date. US state and territories only.

If more than one address meets these conditions, the address with most recent start date as of Snapshot Date is reported.

If reporting a vendor, null is reported.

Numeric, 4 digits

address.zip
hrHLAddress.zip

Census > Household/Address > Zip+4;
Human Resources > Personnel > Personnel Master > Contact Information > Household Address Zip+4;
Finance > Accounts Payable > Administration > Vendor Master > Vendor > Zip

Employee Country Code

Reports blank space.

N/A

N/A

N/A

Employee Date of Birth

Identifies the employee's birth date.


If reporting a vendor, null is reported.

Date Field, 8 characters

MM/DD/YYYY

person.birthdate
hrDemographics.birthdate

Census > People > Demographics > Birth Date;
Human Resources > Personnel > Personnel Master > HR General Information > Birth Date

Employee Date of Hire

Identifies the date on which the employee was hired.  


If reporting a vendor, null is reported.

Date Field, 8 characters

MM/DD/YYYY

employmentAssignment.
startDate
hrEmployment.startDate

Human Resources > Personnel > Personnel Master > Employment Dates > Hire Date

Employee State of Hire

Identifies the state's abbreviation from which the employee was hired.

If reporting a vendor, null is reported.

Alphanumeric, 2 characters

employmentAssignment.
endDate
hrDemographics.state

Human Resources > Administration >  District Master > State

Independent Contractor

Indicates whether the employee is an independent contractor.
 

Alphanumeric, 1 character

Y/N

Not Dynamically Stored

Not Dynamically Stored

Filler

N/A

N/A

N/A

N/A

Employer FEIN

Identifies the Federal Employer Identification Number. 

Numeric, 9 digits

hrDistrict.fedID

Human Resources > Administration > District Master > Federal Identification Number

Filler

N/A

N/A

N/A

N/A

Employer Name

Identifies the employer's name.

Alphanumeric, 45 characters

district.name
hrDistrict.name

System Administration > Resources > District Information > District > Name;
Human Resources > Administration > District Master > Name

Employer Address Line 1

Identifies the employer's address line one. 

Alphanumeric, 40 characters

district.address
hrDistrict.number

System Administration > Resources > District Information > District > Address;
Human Resources > Administration > District Master > Address

Employer Address Line 2

Identifies the employer's address line two.

Alphanumeric, 40 characters

district.address
hrDistrict.street

System Administration > Resources > District Information > District > Address;
Human Resources > Administration > District Master > Address

Employer Address Line 3

Identifies the employer's address line three.

Alphanumeric, 40 characters

district.address
hrDistrict.street

System Administration > Resources > District Information > District > Address;
Human Resources > Administration > District Master > Address

Employer City

Identifies the employer's city.

Alphanumeric, 25 characters

district.city
hrDistrict.city

System Administration > Resources > District Information > District > City;
Human Resources > Administration > District Master > City

Employer State

Identifies the employer's state.

Alphanumeric, 2 characters

district.state
hrDistrict.state

System Administration > Resources > District Information > District > State;
Human Resources > Administration > District Master > State

Employer Postal Code

Identifies the 5 digit Zip code if a non-foreign address is being reported. 

Alphanumeric, 20 characters

district.zip
hrDistrict.zip

System Administration > Resources > District Information > District > Zip;
Human Resources > Administration > District Master > Zip

Employer Zip+4

Identifies the Zip4 of the employer's if a non-foreign address is being reported. 

Alphanumeric, 4 characters

district.zip
hrDistrict.zip

System Administration > Resources > District Information > District > Zip4;
Human Resources > Administration > District Master > Zip4

Employer Country Code

Identifies the employer's country code for foreign addresses only. 

Alphanumeric, 2 characters

hrHLAddress.country

Human Resources > Personnel > Personnel Master > Contact Information > Address > Country

Employer Phone Number

Identifies the employer's contact ten-digit phone number (includes area code). 

Numeric, 10 digits

district.phone

System Administration > Resources > District Information > District > Phone

Employer Phone Extension

Identifies the employer's phone extension number.

Numeric, 6 digits

district.phone

System Administration > Resources > District Information > District > Phone

Employer Contact

Identifies the employer's contact.

The first name of the district contact marked with Area Expertise of HR is reported. 

Alphanumeric, 20 characters

hrDistrict.contactFirstName

Human Resources > Administration > District Master > District Contacts

Optional Employer Address Line 1

Reports blank space.

N/A

N/A

N/A

Optional Employer Address Line 2

Reports blank space.

N/A

N/A

N/A

Optional Employer Address Line 3

Reports blank space.

N/A

N/A

N/A

Optional Employer City

Reports blank space.

N/A

N/A

N/A

Optional Employer State

Reports blank space.

N/A

N/A

N/A

Optional Employer Postal Code

Reports blank space.

N/A

N/A

N/A

Optional Employer Zip+4

Reports blank space.

N/A

N/A

N/A

Optional Employer Country Code

Reports blank space.

N/A

N/A

N/A

Employer Optional Phone Number

Reports blank space.

N/A

N/A

N/A

Employer Optional Contact Extension

Reports blank space.

N/A

N/A

N/A

Employer Optional Contact

Reports blank space.

N/A

N/A

N/A

Filler

 N/A

 N/A

 N/A

N/A

 

 

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