The following table lists the field number, field name, whether required, columns, type, length, formatting comments, and from where the data is retrieved.
|
Field # |
Field Name |
Required |
Columns |
Type |
Length |
Formatting Comments |
Location |
|---|---|---|---|---|---|---|---|
|
1 |
Record Identifier |
Y |
1-17 |
Char |
17 |
MD Newhire Record Not case sensitive |
Not Applicable |
|
2 |
Format Version number |
Y |
18-21 |
Char |
4 |
2.00 |
Not Applicable |
|
3 |
Employee First Name |
Y |
22-37 |
Char |
16 |
At least one character. Special characters are not allowed. |
employee..f_name[1,16] with special characters removed |
|
4 |
Employee Middle Name |
N |
38-53 |
Char |
16 |
If specified, it must be at least one character. Special characters are not allowed. |
employee.m_name[1,16] with special characters removed |
|
5 |
Employee Last Name |
Y |
54-83 |
Char |
30 |
At least one character. Except for hyphens, special characters are not allowed. |
employee.l_name with special characters removed |
|
6 |
Employee SSN |
Y |
84-92 |
Numeric |
9 |
As reported by the employee. |
employee.ssn without dashes |
|
7 |
Employee Address 1 |
Y |
92-132 |
Char |
40 |
At least two characters. Left-aligned. |
employee.addr1 |
|
8 |
Employee Address 2 |
N |
133-172 |
Char |
40 |
Left-aligned. Spaces, if unused. |
employee.addr2 |
|
9 |
Employee Address 3 |
N |
173-212 |
Char |
40 |
Left-aligned. Spaces, if unused. |
40 spaces |
|
10 |
Employee City |
Y |
213-237 |
Char |
25 |
At least two characters. Except for hyphens, special characters are not allowed. |
employee.city with special characters removed |
|
11 |
Employee State |
Y |
238-239 |
Char |
2 |
Valid state or territory abbreviation. Not required for foreign addresses. |
employee.state_id |
|
12 |
Employee Zip Code |
Y |
240-259 |
Char |
20 |
A U.S. five-digit zip code is allowed if the address is not foreign. Left-aligned for all zip codes. |
employee.zip[1,5] |
|
13 |
Employee Zip Code Extension |
N |
260-263 |
Numeric |
4 |
If specified, it must be four digits. Spaces for unknown or international addresses. |
Four spaces |
|
14 |
Employee Country Code |
N |
264-265 |
Char |
2 |
For foreign addresses only. Refer to the U.S. Department of Commerce FIPS code manual. National Institute of Standard and Technology, FIPS PUB 10-4 (April 1995). |
Two spaces |
|
15 |
Date of Birth |
N |
266-273 |
Numeric |
8 |
If specified, it is numeric. The format is MMDDYYYY. |
employee.birthdate |
|
16 |
Date of Hire |
Y |
274-281 |
Numeric |
8 |
If specified, it is numeric. The format is MMDDYYYY. |
employee.hire_date |
|
17 |
State of Hire |
N |
282-283 |
Char |
2 |
Valid state or territory abbreviation. This field is required for registered Multistate employers that report all new hires directly to this state. |
Two spaces |
|
18 |
Has Medical Insurance Available |
Y |
284-284 |
Char |
1 |
Valid values:
If unknown, leave it blank. |
Y unless empuser.tcode5 = N where page_no = 32000 |
|
19 |
Blank Fill |
N |
285-285 |
Char |
1 |
Blank filled. Reserved for future use. |
One space |
|
20 |
Employer FEIN |
Y |
286-294 |
Numeric |
9 |
Federal Employer Identification Number (without hyphens). Use the same FEIN under which the listed employee(s) quarterly wages will be reported. |
For education sites/employer #1: wrkmain.eid without dash For local government sites (employer #2): wrkemployer.eid where wrkemployer.taxyr = hrm_prof.rpt_year AND wrkemployer.batch_no = hrmstate.state50[1,8] |
|
21 |
Employer SUIN |
Y |
295-304 |
Numeric |
10 |
State Unemployment Insurance Number. Numeric with leading zeros. Use EXEMPT if exempt or APPLIEDFOR if the company has applied for the SUIN. |
For education sites (employer #1): hrmstate.state10[1,10] For local government sites (employer #2): Hrmstate.state50[1,10] |
|
22 |
Blank Fill |
N |
305-306 |
Char |
2 |
Blank filled. Reserved for future use. |
Two spaces |
|
23 |
Employer Name |
Y |
307-351 |
Char |
45 |
At least two characters. Left-aligned. |
For education sites (employer #1): wrkmain.ename For local government sites (employer #2): wrkemployer.ename where wrkemployer.taxyr = hrm_prof.rpt_year and wrkemployer.batch_no = hrmstate.state50[1,8] |
|
24 |
Employer Address 1 |
Y |
352-391 |
Char |
40 |
At least two characters. Left-aligned. |
For education sites (employer #1): wrkmain.addr1 For local government sites (employer #2): wrkemployer.street where wrkemployer.taxyr = hrm_prof.rpt_year and wrkemployer.batch_no = hrmstate.state50[1,8] |
|
25 |
Employer Address 2 |
N |
392-431 |
Char |
40 |
Left-aligned if specified. Spaces, if unused. |
40 spaces |
|
26 |
Employer Address 3 |
N |
432-471 |
Char |
40 |
Left-aligned if specified. Spaces, if unused. |
40 spaces |
|
27 |
Employer City |
Y |
472-496 |
Char |
25 |
At least two characters. Left-aligned. |
For education sites (employer #1): wrkmain.city For local government sites (employer #2): wrkemployer.city where wrkemployer.taxyr = hrm_prof.rpt_year and wrkemployer.batch_no = hrmstate.state50[1,8] |
|
28 |
Employer State |
Y |
497-498 |
Char |
2 |
Valid state or territory abbreviation. Not required for foreign address. |
For education sites (employer #1): wrkmain.state_id For local government sites (employer #2): wrkemployer.state_id where wrkemployer.taxyr = hrm_prof.rpt_year and wrkemployer.batch_no = hrmstate.state50[1,8] |
|
29 |
Employer Zip Code |
Y |
499-518 |
Char |
20 |
A U.S. five-digit zip code is allowed if the address is not foreign. Left-aligned for all zip codes. |
For education sites (employer #1): wrkmain.zip For local government sites (employer #2): wrkemployer.zip where wrkemployer.taxyr = hrm_prof.rpt_year and wrkemployer.batch_no = hrmstate.state50[1,8] |
|
30 |
Employer Zip Code Extension |
N |
519-522 |
Char |
4 |
If specified, it must be four digits. Spaces for unknown or international addresses. |
Four spaces |
|
31 |
Employer Country Code |
N |
523-524 |
Char |
2 |
For foreign addresses only. Refer to the U.S. Department of Commerce FIPS code manual. National Institute of Standard and Technology, FIPS PUB 10-4 (April 1995). |
Two spaces |
|
32 |
Employer Phone Number |
N |
525-534 |
Numeric |
10 |
Employer contact ten-digit phone number including area code. Hyphens or parentheses are not allowed. |
For education sites (employer #1): wrkmain.phone without dashes For local government sites (employer #2): wrkemployer.phone where wrkemployer.taxyr = hrm_prof.rpt_year and wrkemployer.batch_no = hrmstate.state50[1,8] without dashes |
|
33 |
Employer Phone Extension |
N |
535-540 |
Numeric |
6 |
Employer contact extension. Numeric only. |
Six spaces |
|
34 |
Employer Contact |
N |
541-560 |
Char |
20 |
Name of contact for the employer. |
20 spaces |
|
35 |
Filler |
N |
561-771 |
Char |
211 |
Blank filled. Reserved for future use. |
211 spaces |
|
36 |
Employee Gender |
N |
772-772 |
Char |
1 |
Valid values:
|
person.sex |
|
37 |
Filler |
N |
773-777 |
Char |
5 |
Blank filled. Reserved for future use. |
Five spaces |
|
38 |
Employer Fax Number |
N |
778-787 |
Numeric |
10 |
Ten-digit fax number, including area code. Dashes (hyphens) or parentheses are not allowed. |
Ten spaces |
|
39 |
Employer Contact Email |
N |
788-837 |
Char |
50 |
The employer contact’s email address |
50 spaces |
|
40 |
Employee Salary |
Y |
838-847 |
Numeric |
10 |
$$$$$$$.cc (Use decimal point if including cents) |
If Hourly: Payrate.rate if dock_rate does not exist; otherwise, payrate.dock_rate where payrate.primry = P or empuser.tcode7 where page_no = 32000 if entered If Yearly: payrate.annl_sal where payrate.primry = P or empuser.tcode7 where page_no = 32000, if entered |
|
41 |
Employee Salary Frequency |
Y |
848-848 |
Char |
1 |
Indicates the frequency of the Employee Salary payment. Valid values:
|
payrate.pay_method if equals H for hourly, otherwise Y or empuser.tcode6[1,1] where page_no = 32000 if entered. |
|
42 |
Filler |
N |
849-860 |
Char |
12 |
Blank filled. Reserved for future use. |
12 spaces |