New Hire Report - File Layout and Data Mapping

Record Identifier

The record identification text: MN Newhire Record. The case does not matter.

Character

17

1 - 17

Required

Format Version Number

The following text: 1.00.

Character

4

18 -21

Required

Employee First Name

At least one character, no special characters.

Character

16

22 -37

Required

Employee Middle Name

If non-blank, there must be at least one character and no special characters.

Character

16

38 - 53

Optional

Employee Last Name

There should be at least one character and no special characters except a hyphen.

Character

30

54 - 83

Required

Employee SSN#

The employee’s Social Security Number (SSN).

Number

9

84 - 92

Required

Employee Address Line 1

At least two characters left justified.

Character

40

93 - 132

Required

Employee Address Line 2

Employee address line 2.

Character

40

133 - 172

Optional

Employee Address Line 3

Employee address line 3.

Character

40

173 - 212

Optional

Employee City

There should be at least two characters, no special characters except for a hyphen.

Character

25

213 - 237

Required

Employee State

Valid state or territory abbreviation. For example, MN for Minnesota state.

Character

2

238 - 239

Required

Employee Postal Code

Only a U.S. 5-digit zip code is allowed if the address is non-foreign. It should be left justified. If it is foreign, then the address should be left justified.

Character

20

240 - 259

Required

Employee Zip+4

The zip code of the US state and territories where the employee belongs.

Number

4

260 - 263

Optional

Employee Country Code

For foreign addresses only. Refer to the U.S. Department of Commerce FIPS code manual.

Character

2

264 - 265

Optional

Employee Date of Birth

If present, the date format is MMDDYYYY.

Number

8

266 - 273

Optional

Employee Date of Hire

The date format is MMDDYYYY.

Number

8

274 - 281

Required

Employee State of Hire

Valid state or territory abbreviation.

Character

2

282 - 283

Optional

Independent Contractor

Y if the employee is an independent contractor. N if the employee is not an independent contractor. Left justified. This field is required for state agencies.

Character

1

284

Optional

Filler

Blank fill. Reserved for future use.

Character

1

285

Optional

Employer FEIN

Federal Employer Identification Number (no hyphens).

Number

9

286 - 294

Required

Filler

Fill with 12 spaces.

Character

12

295 - 306

Optional

Employer Name

At least two characters, left justified.

Character

45

307 - 351

Required

Employer Address Line 1

At least two characters, left justified.

Character

40

352 - 391

Required

Employer Address Line 2

Employer address line 2.

Character

40

392 - 431

Optional

Employer Address Line 3

Employer address line 3.

Character

40

432 - 471

Optional

Employer City

At least two characters, left justified.

Character

25

472 - 496

Required

Employer State

Valid state or territory abbreviation.

Character

2

497 - 498

Required

Employer Postal Code

Only a U.S. 5-digit zip code is allowed if the address is non-foreign. It should be left justified. If it is foreign, then the address should be left justified.

Character

20

499 - 518

Required

Employer Zip+4

The zip code of US state and territories.

Character

4

519 - 522

Optional

Employer Country Code

For foreign addresses only.

Character

2

523 - 524

Optional

Employer Phone Number

Employer contact ten-digit phone number including area code (no hyphens or parentheses).

Number

10

525 - 534

Optional

Employer Phone Extension

Employer contact extension number.

Number

6

535 - 540

Optional

Employer Contact

Name of contact for employer.

Character

20

541 - 560

Optional

Optional Employer Address Line 1

At least two characters, left justified.

Character

40

561 - 600

Optional

Optional Employer Address Line 2

Employer address line 2.

Character

40

601 - 640

Optional

Optional Employer Address Line 3

Employer address line 3.

Character

40

641 - 680

Optional

Optional Employer City

At least two characters, left justified.

Character

25

681 - 705

Optional

Optional Employer State

Valid state or territory abbreviation.

Character

2

706 - 707

Optional

Optional Employer Postal Code

Only a U.S. 5-digit zip code is allowed if the address is non-foreign. It should be left justified. If it is foreign, then the address should be left justified.

Character

20

708 - 727

Optional

Optional Employer Zip+4

The zip code of US state and territories.

Character

4

728 - 731

Optional

Optional Employer Country Code

For foreign addresses only

Character

2

732 - 733

Optional

Employer Optional Phone Number

Employer contact ten-digit phone number including area code (no hyphens or parentheses).

Number

10

734 - 743

Optional

Employer Optional Contact Extension

Employer contact extension number.

Number

6

744 - 749

Optional

Employer Optional Contact

Name of optional employer contact.

Character

20

750 - 769

Optional

Filler

Blank fill. Reserved for future use.

Character

32

770 - 801

Optional