Record Specifications

Employer Record Layout
Location Field No. of Bytes Data Remarks
1-9 Employer Federal ID No. 9 N Do not suppress leading zeros. Required.
10-39 Employer Name 30 AN Left justified. Required.
40-64 Employer Address Line 1 25 AN Left justified. Required
65-89 Employer Address Line 2 25 AN Left justified. Optional.
90-111 Employer City 22 AN Left justified. Required.
112-113 Employer State 2 AN Postal Abbreviation. Required.
114-122 Employer Zip Code 9 AN If the Zip+4 is not known, leave the last 4 bytes blank. The first 5 bytes are required.
123-132 Employer Phone No. 10 N Area code + prefix + suffix. Optional
133-149 Filler 17   Value blanks.
150 Record ID 1 "R" Must be 'R'. Required.
Employee Record Layout
Location Field No. of Bytes Data Remarks
1-9 Employee SSN 9 N Do not suppress leading zeros. Required.
10-24 Employee Last Name 15 AN Left justified. Required.
25-44 Employee First Name 20 AN Left justified. Required.
45 Employee Middle Initial 1 AN Optional
46-70 Employee Address Line 1 25 AN Left justified. Required.
71-95 Employee Address Line 2 25 AN Left justified. Optional.
96-117 Employee City 22 AN Left justified. Required.
118-119 Employee State 2 AN Postal Abbreviation. Required.
120-128 Employee Zip 9 AN If the Zip+4 is not known, leave the last 4 bytes blank. The first 5 bytes are required.
129-136 Employee Date of Birth 8 AN YYYYMMDD format. No dashes or slashes. Optional.
137-144 Employee Date of Hire 8 AN YYYYMMDD format. No dashes or slashes. Optional.
145-149 Filler 5   Value blanks.
150 Record ID 1 "E" Must be 'E'. Required.


In order for the your data to be processed by our mainframe, you must submit the data in ASCII format.

Each record set consists of a single employer record followed by one or more employee records.

When using word processing or spreadsheet software to compile the New Hire data, you must "Export" or "Save As..." your data to a Fixed Length ASCII file, with no spaces or special characters between fields of each record. Each record (employer record or employee record) in the record layout will be a single line of your ASCII file. The first line will be the employer record followed by each employee record listed on a separate line. If you are reporting for multiple employers, you may "stack" the record sets on top of each other in the same file. For example, if you are reporting for three(3) employers with the first employer reporting two(2) New Hires, the second employer reporting five(5) New Hires, and the third employer reporting one(1) New Hire, your file will have the following format:

Line 1: First employer record
Lines 2 and 3: Employee records for the first employer
Line 4: Second employer record
Lines 5 through 9: Employee records for the second employer
Line 10: Third employer record
Line 11: Employee record for the third employer

To see how the example above would appear in the ASCII file, click here. We included a guide across the top of the file for reference only. You do not need to include this guide when you submit your data.

It is important to note that for our mainframe to recognize a record as an employer or an employee, the last character in each record must be an R or an E.

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