HR Compliance Tools in AX 2012

The Dynamics AX 2012 application includes reports to aid in HR compliance. The majority of these reports are in the Human Resource module. If you use or intend to use Dynamics AX 2012 to maintain worker data, there are some resources that you can use to facilitate state and federal requirements. In this post, we’ll list some compliance requirements, and how you would accomplish that in AX 2012.

Report of New Hire

New hire reporting differs from state to state, but federal law requires employers to report all newly hired employees shortly after the date of hire. OSCE and states use the report for arranging support orders. Generally, the report requires the following information:

• Employer’s name (corporate and dba name, if applicable)
• Employer’s Federal Employer Identification Number (FEIN), the same FEIN used for Quarterly Wage Reports
• Employer’s address
• Employee’s full name
• Employee’s Social Security Number
• Employee’s current address
• Employee’s date of hire
• Employee’s state of hire (only if reporting as a multistate employer)

AX does not include the actual report, as the format can be different for each state and is subject to change. Instead, AX 2012 provides you with “Preparation reports” which display the information in a way that can (a) be transferred to paper documents, or (b) can be electronically submitted as a file, either as-is, or with some manipulation or customization. To access the Report of New Hires:

1. Go to Human Resources > Reports > Workers > Regulatory > New hire preparation. 
2. Choose a From date and, if necessary, a To date.
3. Check the Print social security number Keep in mind, if you have encrypted the social security number for display in AX, you will have to “de-encrypt” for it to display in its entirety in the report. Note: You can include contractors, but this is generally not part of the state requirement. States generally require this report on a monthly basis. 
4. Click OK. 
5. The New hire preparation report can be generated to find inconsistencies in data before submission, for example, with missing social security number or birth date. Additional data may be required, such as a contact name and phone number for the business, which can be added to the standard report with a customization.
   1. Click the  icon to select how you want to export the report.

EEO 1 Report

You can use Dynamics AX to quickly access information to be used for preparing the EEO 1 report. However, the information will be inaccurate if the employee records are incomplete. Luckily, we can audit employee records for completeness by generating the Incomplete-EEO related values report.

1. Click Human resources > Reports > Workers > Regulatory > EEO preparation. 
2. The EEO preparation form appears. 
3. Click the calendar icon in the As of field to choose a date for the report. Click Today to automatically set it to the current day’s date. 
4. In the Report content area, click the Incomplete EEO-related values radio button. 
5. Click OK to generate the report. Note: the sensitive employee information has been blacked out in the example. 
6. From looking at the report, you can tell that all these employees are missing gender, job function, and fixed compensation plan. The missing information is denoted with an “x” mark in the appropriate column. Add the appropriate information prior to generating the EEO-1 prep report in Dynamics AX.
7. You can print the report or export to file.
8. Once you are certain that there is no missing data, generate the EEO – 1 report. Click Human resources > Reports > Workers > Regulatory > EEO preparation. 
9. The EEO preparation form appears. 
10. Click the calendar icon in the As of field to choose a date for the report. Click Today to automatically set it to the current day’s date. 
11. In the Report content area, click the EEO preparation radio button. 
12. Under Regulatory establishment, select the EEO establishment that you want to include in the report filter. If you leave it blank, each EEO establishment will have its own page. You can only select EEO establishments that are part of the legal entity for which you are using.
13. Click OK to generate the report. 
14. As you can see from below, the information from the EEO-1 preparation report is used to complete the official EEO-1 report, and can be exported to file, even though it will not be in the format in which you can upload to submit the EEO-1 electronically. 

We have only scratched the surface with respect to the standard capabilities of AX 2012 HR compliance reports. Contact us to gain greater value from the HR compliance functionality deeply embedded in the AX 2012 ERP system. More tips to come!

By Cody Bess, Functional Consultant for Arbela Technologies

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