New Hire Electronic Reporting Specifications

The submission requirements for those employers who wish to report new hires electronically are listed below. Employers who have any questions about reporting electronically should contact the New Hire Unit.

3 1/2 Diskette: The diskettes must conform to the format specifications for Data Record Layout below. The diskette must be non-compressed and in ASCII fixed field length format. DO NOT enclose fields in quotes or use comma delimiters. An external label must be affixed to the diskette indicating the employer's name, federal EIN number, contact name and phone is required.

Magnetic Tape: The tape must conform to specification for Header and DATA Record Layout below. Magnetic tapes must be 9 track, 1,600 or 6,250 bpi, IBM standard label, EBCIDIC Block size 6,000. Tapes must contain one header record per physical file. An external label indicating the employer's name, federal EIN number, contact name and phone is required.

All fields are in upper-case alphanumeric format, left justified with trailing spaces. Missing non-required (optional) fields should contain all spaces.

Header Record Layout (Magnetic Tape Only)
Logical Record Length = 300

Field Name	Type	Length	Start Position	End Position	Optional or Required	Format or Default Value
Record Type	Character	1	1	1	Required	=1
Employer Process Date	Character	8	2	9	Required	CCYYMMDD
Record Count	Character	9	10	18	Required	Exclude Header Record
Filler	Character	282	18	300	Required	Fill with spaces

Data Record Layout (Magnetic Tape and 3 1/2 Diskettes)
Logical Record Length = 300

Field Name	Type	Length	Start Position	End Position	Optional or Required	Format or Default Value
Record Type	Character	1	1	1	Required	=2
Employee's Last Name	Character	15	2	16	Required
Employee's First Name	Character	15	17	31	Required
Employee's Middle Initial	Character	1	32	32	Required
Employee's Address Line 1	Character	30	33	62	Required
Employee's Address Line 2	Character	30	63	92	Optional
Employee's City	Character	15	93	107	Required
Employee's State	Character	2	108	109	Required	Valid 2 letter state code
Employee's Zip Code	Character	9	110	118	Required	First 5 digits are mandatory
Employee's SSN	Character	9	119	127	Required	All zeros will be rejected
Employee's Date of Hire	Character	8	128	135	Optional	CCYYMMDD, Default=file creation date
Employee Left During Reporting Period	Character	1	136	136	Optional	Y, N or U for Unknown
Employee's Date of Birth	Character	8	137	144	Optional	CCYYMMDD, if unknown enter 00000000
Employee's Sex Code	Character	1	145	145	Optional	M, F or U for Unknown
Employee's Work State Code	Character	2	146	147	Optional	Valid 2 letter state code
Employer's Name	Character	30	148	177	Required
Employer's Payroll Address Line 1	Character	30	178	207	Required
Employer's Payroll Address Line 2	Character	30	208	237	Required
Employer's Payroll City	Character	15	238	252	Required
Employer's Payroll State	Character	2	253	254	Required	Valid 2 letter state code
Employer's Payroll Zip Code	Character	9	255	263	Required	First 5 digits are mandatory
Employer's Federal EIN	Character	9	264	272	Required	If unknown, default to 000000000
Filler	Character	28	273	300	Required	Fill with spaces

Last Updated: Friday November 03 2006