New Hire Report - File Layout and Data Mapping
The default file name of the New Hire report electronic file is INDI<MMDD>.txt.
For more information, refer to the Indiana New Hire Reporting Center website.
The following table shows the positions, field names, description, data source or valid values, and whether the field is required for the New Hire report.
Position | Field Name | Description | Data Source or Valid Values | Required or Optional |
|---|---|---|---|---|
1-17 | Record Identifier | Identifies the record type. | The valid value is IN Newhire Record. | Required |
18-21 | Format Version Number | The version number of the file format. | The valid value is 1.00. | Required |
22-37 | Employee First Name | The employee’s first name. | Retrieved from the First Name field on the Employee Information page. | Required |
38-53 | Employee Middle Name | The employee’s middle name. | Retrieved from the Middle Name field on the Employee Information page. | Optional |
54-83 | Employee Last Name | The employee’s last name. | Retrieved from the Last Name field on the Employee Information page. | Required |
84-92 | Employee SSN# | The employee’s Social Security number. | Retrieved from the Social Security field on the Employee Information page. | Required |
93-132 | Employee Address Line 1 | The first line of the employee’s address. | Retrieved from the Address field on the Employment tab of the Employee Information page. | Required |
133-172 | Employee Address Line 2 | The second line of the employee’s address. | Retrieved from the Address field on the Employment tab of the Employee Information page. | Optional |
173-212 | Employee Address Line 3 | The third line of the employee’s address. | Not applicable | Optional |
213-237 | Employee City | The employee’s city. | Retrieved from the City field on the Employment tab of the Employee Information page. | Required |
238-239 | Employee State | The employee’s state. | Retrieved from the State field on the Employment tab of the Employee Information page. | Required |
240-259 | Employee Postal Code | The employee’s zip code. | Retrieved from the Zip Code field on the Employment tab of the Employee Information page. | Required |
260-263 | Employee Zip+4 | The employee’s zip code extension. | Retrieved from the Zip Code field on the Employment tab of the Employee Information page. | Optional |
264-265 | Employee Country Code | Required for foreign addresses only. | Not applicable | Optional |
266-273 | Employee Date of Birth | The employee's birth date. | Retrieved from the Birthdate field on the Employee Information page. | Optional |
274-281 | Employee Date of Hire | The date the employee was hired. | Retrieved from the Hire Date field on the Employment tab of the Employee Information page. | Required |
282-283 | Employee State of Hire | The state where the employee was hired. | Retrieved from the State field on the Federal/State Reporting tab of the Human Resources Profile page. | Optional |
284-284 | Is Medical Insurance Available to Employee? | Indicates whether the employee is eligible for medical insurance. | Valid values:
| Required |
285-285 | Filler | Leave blank | spaces | Not applicable |
286-294 | Employer FEIN | The Federal Employer Identification Number. | Retrieved from the Federal Identification Number (EIN) field on the IN New Hire Report - Setup - Employer page. | Required |
295-306 | Filler | Leave blank | spaces | Not applicable |
307-351 | Employer Name | The employer’s name. | Retrieved from the Name field on the IN New Hire Report - Setup - Employer page. | Required |
352-391 | Employer Address Line 1 | The first line of the employer’s address. | Retrieved from the Street Address 1 field on the IN New Hire Report - Setup - Employer page. | Required |
392-431 | Employer Address Line 2 | The second line of the employer’s address. | Retrieved from the Street Address 2 field on the IN New Hire Report - Setup - Employer page. | Optional |
432-471 | Employer Address Line 3 | The third line of the employer’s address. | Not applicable | Optional |
472-496 | Employer City | The employer’s city. | Retrieved from the City field on the IN New Hire Report - Setup - Employer page. | Required |
497-498 | Employer State | The employer’s state. | Retrieved from the State field on the IN New Hire Report - Setup - Employer page. | Required |
499-518 | Employer Postal Code | The employer’s zip code. | Retrieved from the Zip field on the IN New Hire Report - Setup - Employer page. | Required |
519-522 | Employer Zip+4 | The employer’s zip code extension. | Retrieved from the Zip Ext field on the IN New Hire Report - Setup - Employer page. | Optional |
523-524 | Employer Country Code | Required for foreign addresses only. | Not applicable | Optional |
525-534 | Employer Phone Number | The employer’s contact phone number. | Retrieved from the Employer Contact Number field on the IN New Hire Report - Setup - Employer page. | Optional |
535-540 | Employer Phone Extension | The employer’s contact phone number extension. | Retrieved from the Employer Contact Number field on the IN New Hire Report - Setup - Employer page. | Optional |
541-560 | Employer Contact | The name of the employer’s representative. | Not applicable | Optional |
561-561 | Starting Pay Rate | The new hire’s starting pay method for the primary pay rate. | Retrieved from the Start Pay Rate field on the Defined Page 32001 - New Hire Information page. Valid values:
For more information, refer to Starting Pay Rate and Starting Pay/Salary field logic. | Required |
562-571 | Starting Pay/Salary | The new hire’s starting salary. | Retrieved from the Start Pay/Sal field on the Defined Page 32001 - New Hire Information page. For more information, refer to Starting Pay Rate and Starting Pay/Salary field logic. | Required |
572-631 | Job Title | The new hire’s job title for the primary pay rate. | Retrieved from the Job Title field on the Defined Page 32001 - New Hire Information page. If the Job Title field is blank, the Job Title field value is retrieved from the Title field of the Job Class record selected for the primary pay rate on the employee’s Pay Rate Information page. | Required |
632-637 | Standard Occupational Classification code | The employee's Standard Occupational Classification (SOC) code. This is a six-digit representation of the worker’s job title or assigned duties. | Retrieved from the SOC Code field on the Payroll Information - State Required page. | Required |
638-770 | Filler | Leave blank | spaces | Not applicable |
771-771 | Employer Multistate Indicator | Indicates whether the employer is multi-state. | Valid values:
| Optional |
772-801 | Filler | Leave blank | spaces | Not applicable |
Starting Pay Rate and Starting Pay/Salary field logic
If the Start Pay Rate and Starting Pay/Salary fields on the Defined Page 32001 - New Hire Information page are blank, the following logic is used to retrieve the report’s field values from the employee’s primary pay rate:
If the primary pay rate’s Pay Method on the employee’s Pay Rate Information page is H - Hourly, the report’s Starting Pay Rate field value is H. The Starting Pay/Salary field value is retrieved from the primary pay rate’s Docking Rate field on the employee’s Pay Rate Information page.
If the primary pay rate’s Pay Method on the employee’s Pay Rate Information page is D - Daily, the report’s Starting Pay Rate field value is O. The Starting Pay/Salary field value is retrieved from the primary pay rate’s Docking Rate field on the employee’s Pay Rate Information page.
If the primary pay rate’s Pay Method on the employee’s Pay Rate Information page is P - Pay Period, R - Range/Step Pay, or S - Range/Step Rate, the report’s Starting Pay Rate field value is A. The Starting Pay/Salary field value is retrieved from the primary pay rate’s Annual Salary field on the employee’s Pay Rate Information page. If the Annual Salary field is blank, the Starting Pay Rate field value in the report is H. The Starting Pay/Salary field value is retrieved from the primary pay rate’s Docking Rate field on the employee’s Pay Rate Information page.