Generating a file for new hire magnetic media

Within Payroll, you can create a magnetic media file of new hire information for state reporting. When you run New Hire Reporting (PR296), the application creates a file called NEWHIRE. The NEWHIRE file contains the new hire information the state requires you to report.

If a state requires the IBM Standard Label, New Hire Reporting (PR296) also creates the files N-IBMSL-H, H-IBMSL-TM, and N-IBMSL-T. These files contain the header and trailer information for the IBM Standard Label.

After you run New Hire Reporting (PR296), you must transfer the file to the appropriate medium.

If the new File Path and File name parameters are not entered on the Output tab of PR296, then the files will be found in the locations listed below. Use this procedure to generate a file for new hire magnetic media.

Generate a file for new hire magnetic media

  1. Access New Hire Reporting (PR296).
  2. Run the report for the appropriate state.
  3. The report places the files in the appropriate locations.

    UNIX directories:

    • $LAWDIR / productline / work/NEWHIRE/NEWHIRE

    • $LAWDIR / productline / work/N-IBMSL-H/N-IBMSL-H

    • $LAWDIR/productline/work/N-IBMSL-T/N-IBMSL-T

    • $LAWDIR/productline/work/N-IBMSL-TM/N-IBMSL-TM

    Windows directories:

    • %LAWDIR%\ productline \ work\NEWHIRE\NEWHIRE

    • %LAWDIR%\ productline\ work\N-IBMSL-H\N-IBMSL-H

    • %LAWDIR%\ productline \ work\N-IBMSL-T\N-IBMSL-T

    • %LAWDIR%\\productline \work\N-IBMSL-TM\N-IBMSL-TM

    IBM i directories:

    • LAWDIR / productline /work/NEWHIRE/NEWHIRE

    • LAWDIR / productline /work/N-IBMSL-H/N-IBMSL-H

    • LAWDIR / productline /work/N-IBMSL-T/N-IBMSL-T

    • LAWDIR / productline /work/N-IBMSL-TM/N-IBMSL-TM

  4. Refer to the end of the listing created by New Hire Reporting (PR296) to find out whether the state accepts tapes or diskettes.
    Note: If a state accepts both tape and diskette, then format and transfer the file onto diskette. Some states do not accept tape or diskette for new hire reporting. In most of these cases, the printed New Hire Reporting (PR296) is acceptable.
    Note: Contact the state you report to for details on the kind of format required. Use an MS-DOS or Windows compatible PC to create the diskette. A client-side FTP program is recommended for best results.
  5. If you are transferring New Hire Reporting (PR296) to diskette, then convert the file to one of three formats:

    • Sequential format

    • UNIX-standard line sequential (CR)

    • MS-DOS and windows standard (CR/LF)