New Hire Report - File Layout and Data Mapping
The following tables outline the Minnesota New Hire report’s field names, descriptions, data type, length, position, and whether required or optional.
The Fixed-Width Text format is used with a .txt extension.
Field Name | Description | Data Type | Length | Position | Required / Optional |
|---|---|---|---|---|---|
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 |