Updated: June 1, 2022
- 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 (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 1 Record Identifier 1 Constant "A" Indicates Employer Record 2 - 10 Employer Identification Number 9 Same Number Used to File Withholding Tax 11- 40 Employer Name 30 41- 58 Employer Street 18 59- 76 Employer City 18 77- 78 Employer State 2 State Abbreviation 79- 87 Employer Zip Code 9 Zip + 4 88- 89 Reporting Period Year 2 Year Information YY 90- 95 Total Number of New Employees 6 96 Filler/Spaces 1 Spaces
Record Name: B (Employee Record)
Location Field Length Description and Remarks 1 Record Identifier 1 Constant "B" Indicates an Employee record 2-10 Social Security Number 9 11-40 Employee Name 30 LastName,FirstName MiddleInitial 41-58 Employee Street 18 59-76 Employee City 18 77-78 Employee State 2 State Abbreviation 79-87 Employee Zip Code 9 Zip + 4 88-93 Start Date 6 First Day of Hire MMDDYY 94-96 Filler/Space 3 Spaces
Error Codes
Visit the error and message code listing to learn how to resolve an error that might result from a New Hire Reporting information submission.