How to handle HIRE Act processing for a "re-hire"
In the staffing business, what is considered a "re-hire"? The legal or practical definition may vary from state to
state or company to company... and the interpretation of a "re-hire" for purposes of HIRE Act benefits is unclear...
depending on who you ask. In addition, if someone is "re-hired" in 2010, but already worked for you in 2010, the
earnings eligible for HIRE Act benefits processing becomes complex and virtually "not able to be programmed".
(Thank you, Congress.)
The "logic" and programming being used by SkilMatch (i.e., tracking by a HIRE Act skill code) will not/may not
accurately process "re-hires"... depending on a variety of circumstances.
Note 1: In general, the SkilMatch logic and programming will work for a "re-hire" who does not have ANY 2010
earnings prior to his HIRE Act "hire date" (i.e., "re-hire" date) because all earnings in 2010 will be after the HIRE
Act "hire date" (i.e., "re-hire" date).
Note 2: In general, the SkilMatch logic and programming will not work for "re-hires" who do have 2010 earnings
prior to their HIRE Act "hire date" (i.e., "re-hire" date) because all earnings in 2010 are not after the HIRE Act
"hire date" (i.e., "re-hire" date)... especially if the "re-hire" takes place in the same quarter as previous
employment.
You will need to perform manual adjustments and calculations at the end of each quarter to be able to take
advantage of HIRE Act benefits for "re-hired" employees.
"SKILMATCH RE-HIRE" DEFINITION - A "SkilMatch re-hire" for HIRE Act processing purposes is a re-hire who
has any 2010 earnings prior to his HIRE Act "re-hire" date.
Although you may be required to perform some manual EOQ HIRE Act processing for a "SkilMatch re-hire", these
instructions will allow SkilMatch to track a "SkilMatch re-hire" and to provide helpful "SkilMatch re-hire" reporting
at EOQ. Documentation for EOQ "SkilMatch re-hire" processing (and all HIRE Act EOQ processing) will be
provided prior to EOQ, June 30, 2010.
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1. CREATE A NEW, SPECIAL "SKILMATCH RE-HIRE" SKILL CODE FOR HIRE ACT EOQ AND EOY
PROCESSING: Just as you established a "HIRE Act Skill Code" to track and process new hires, the purpose of
this step is to establish an additional valid "Re-hire Skill Code" for tracking qualified "SkilMatch re-hire"
employees for EOQ and EOY SkilMatch reporting. This new code will not be used to affect any weekly (periodic)
payroll processing but will be used only for EOQ and EOY processing.
You will create this new code just as you would create any new Skill Code.
As a suggestion only, if you established "#S#" as your original HIRE Act Skill Code for non-re-hires, you
might want to use something like "#SR" for your new, special "SkilMatch re-hire" Skill Code.
This new, special "SkilMatch re-hire" Skill Code established for re-hire processing must NOT have been
used previously in ANY G/L payroll company or in ANY ATS (online application) company.
This new, special "SkilMatch re-hire" Skill Code established for re-hire processing must be entered as
valid for ALL G/L payroll companies, TEMP and STAFF, and ALL ATS companies. NOTE: Staff G/L
payroll companies will use the valid "SkilMatch re-hire" Skill Code from the Temp G/L payroll company
with the same company number because the CODES command is not accessible from the Staff
Payroll library -- i.e., it is not necessary (or even possible) to actually do this step in any Staff payroll
company. After the new, special "SkilMatch re-hire" Skill Code has been entered as valid for a Temp
G/L payroll company, it is, in fact, valid for the Staff payroll company with the same company number - and will cause EOQ re-hire processing to occur for any Staff employee who has the new, special
"SkilMatch re-hire" Skill Code entered into the employee's file.
NOTE: SkilMatch customers with ATS processing will have additional screens when entering the new,
special "SkilMatch rehire" Skill Code into an ATS company and, on these screens, the new, special
"SkilMatch re-hire" Skill Code SHOULD NOT BE POSTED TO THE WEB.
•
You must have authority to access the CODES menu to process this option. Your user profile must
have group profile SKMANAGE or SKCODES. SkilMatch shared-server customers may need our
assistance. If you cannot process the CODES command, contact software support at 1-866-SkilMatch.
From any menu, click
and the screen will display:
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Key CODES, click [OK] and the screen will display:
Either drag the blue scroll bar down or right-click in the white space to the right for more menu selections.
Click [Skill Codes].
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The screen will display:
Key CODE for Skill Codes, press [Enter] and the screen will display:
Add or Change:
Defaults to Add. To add a code, leave this option selected (a black dot appears next to the selection).
Company:
Defaults to 01. If you wish to work with Skill Codes for a different company, key the desired company
number.
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Skill code:
Key the three-character alpha/numeric/symbol Skill Code that you have designated for "SkilMatch re-hires".
To continue, click [OK].
OR
To cancel and return to the menu, click [Exit].
If you select [OK] to continue, the screen will display:
Skill description:
Key the description: HIRE ACT RE-HIRE
Group code:
Assign a Skill Group for this Skill Code by keying or selecting a valid two-character Group Code. (Blank is
allowed only if "blank" is a valid Group Code.)
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Active or Delete:
Defaults to Active. If you want this code to remain active, leave as Active (a black dot appears next to the
selection).
OR
If you want to delete this code, click on Delete to select (a black dot appears next to the selection).
To continue adding this code, click [OK].
OR
To cancel and return to the menu, click [Exit].
OR
To stop processing this Skill Code and start over with a new Skill Code, click [Start Over].
If you select [OK], the screen will display:
NOTE: SkilMatch customers with ATS processing will have additional screens at this point when
entering a Skill Code into an ATS company and, on these screens, the Skill Code SHOULD NOT BE
POSTED TO THE WEB.
Repeat the above steps for ALL G/L payroll companies and ALL ATS companies.
When Skill Code entry is complete, click [Exit] to return to the menu.
2. ADD THE ORIGINAL "HIRE ACT SKILL CODE" TO THE RE-HIRED HIRE ACT-QUALIFIED EMPLOYEE FILE:
Establishes the employee as HIRE Act certified, regardless of re-hire status.
Adding this code will affect (start) weekly (periodic) payroll processing for this person, i.e., will handle this
person like all other HIRE Act-qualified employees are being handled... either taking the weekly
(periodic) employer Social Security credit... or not... depending on the choice you have previously
made in SkilMatch for this option.
Note: This Instruction and Instruction 3, below, can be completed at the same time.
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Display the applicant-employee file and select [Data Entry] from the “Action” menu on the right.
Click [Continue] until you are on the first “Skills” screen that contains an empty Skill Code.
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Key or select the original HIRE Act Skill Code in the first available Skill Code box.
Click [Finish] to save the Skill Code and return to the front screen of the person's file... OR you may add
the new, special "SkilMatch re-hire" Skill Code (Instruction 3, below).
3. ALSO ADD THE NEW, SPECIAL "SKILMATCH RE-HIRE" SKILL CODE TO THE RE-HIRED HIRE ACTQUALIFIED EMPLOYEE FILE: Establishes the employee as HIRE Act certified AND as a "SkilMatch re-hire".
(If not added during Instruction 2, above, repeat the steps in Instruction 2 to add the "SkilMatch rehire" Skill Code for the employee.)
This new code will not affect weekly (periodic) payroll processing and will be used only for EOQ and EOY
processing.
This new code can be added to a "SkilMatch re-hire" employee file at any time but must be added before
EOQ processing.
A HIRE Act-qualified employee who is also a "SkilMatch re-hire" should have both codes:
(1) The original (non-re-hire) HIRE Act Skill Code.
AND
(2) The new, special "SkilMatch re-hire" Skill Code.
ANY "SKILMATCH RE-HIRE" EMPLOYEE WITHOUT BOTH CODES WILL CAUSE UNPREDICTABLE AND
INCORRECT PROCESSING.
These instructions apply to any TEMP or STAFF employee who is certified for HIRE Act processing AND is a
"SkilMatch re-hire".
If you have questions regarding these instructions, please email [email protected], include your contact phone
number, and she will have someone call you.
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SKILMATCH CHARGES
1. INSTALLATION: SkilMatch will provide and install, at no additional charge (i.e., included in your standard
monthly support charges), the programs and documentation required to enable EOQ re-hire processing.
SkilMatch may, at its sole option, postpone program installation for any customer that has any invoice
amount due to SkilMatch that is more than 30-days old.
2. SUPPORT: Billed, in quarter-hour increments, at our standard Regular Hours or After-Hours support
charge, as applicable: Time required for any HIRE Act -related issues to research, investigate, examine,
fix, undue, repair, change, balance, adjust, alter, modify, revise or patch.
LEGAL DISCLAIMER and customer responsibilities. When SKILMATCH staff or a SKILMATCH program provides
information, data, calculation, tax tables, magnetic media or paper reporting to you, a “best efforts” attempt has
been made by SKILMATCH to verify that the information is correct as SKILMATCH understands it or as it has
been explained to SKILMATCH. SKILMATCH-provided tax tables and reporting are provided to assist you in
setting up your tax table records and to assist you in reporting to government authorities. Tax laws and
requirements change frequently and it is your responsibility to verify the accuracy of all SKILMATCH-provided
information and reporting with your tax advisor, accountant and/or attorney. SKILMATCH attempts to monitor for
tax table and reporting changes. However, when you receive ANY notification of a change from a taxing
authority, SKILMATCH should be notified. SKILMATCH depends on customers who are closest to the taxing
authorities to provide information that will affect their businesses. Any and all written, verbal or electronic
information provided by SKILMATCH regarding tax tables and government reporting (1) is meant to provide
general information about the payroll process, (2) is not intended to provide tax or legal advice, (3) is not
intended to address, and is not meant to address, the entire body of federal, state and local law and regulation
governing the payroll process, payroll taxes, government reporting or employment law. Such laws and
regulations change frequently and their effects can vary widely based upon specific facts, circumstances and
timing. You are responsible for consulting with a professional tax advisor, accountant and/or attorney concerning
specific concerns and compliance.
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