New Hire Report - File Layouts and Data Mapping
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 |
