The following file specifications should be utilized when submitting New Hire Reporting information to the Massachusetts Department of Revenue via the New Hire Reporting System:
  • The Employer Record ("A") must precede the Employee Records ("B").
  • One file may be submitted containing multiple employers.
  • All text values should be left justified.
  • A flat fixed width text file is required with a ".txt" extension.
    Example txt format of SAMPLE.txt
(in ".txt" format)
  • New Hire text files up to 2MG can be uploaded. Files larger than 4MG must be split into smaller text files. All text files must adhere to the required record layout format.
  • Required format for Record Layout:

    Record Name: A (Employer Record)
    Location Field Length Description and Remarks
    1Record Identifier1Constant "A" Indicates Employer Record
    2 - 10Employer Identification Number9Same Number Used to File Withholding Tax
    11- 40Employer Name30
    41- 58Employer Street18
    59- 76Employer City18
    77- 78Employer State2State Abbreviation
    79- 87Employer Zip Code9Zip + 4
    88- 89Reporting Period Year2Year Information YY
    90- 95Total Number of New Employees6
    96Filler/Spaces1Spaces

    Record Name: B (Employee Record)
    Location Field Length Description and Remarks
    1Record Identifier1Constant "B" Indicates an Employee record
    2-10Social Security Number9
    11-40Employee Name30LastName,FirstName MiddleInitial
    41-58Employee Street18
    59-76Employee City18
    77-78Employee State2State Abbreviation
    79-87Employee Zip Code9Zip + 4
    88-93Start Date6First Day of Hire MMDDYY
    94-96Filler/Space3Spaces