Record 1H (Employee) Record Layout
The following table shows the position, field names, description, and data source or valid values for the New Hire report’s 1H (Employee) record.
Position | Field Name | Description | Data Source or Valid Values |
|---|---|---|---|
1-2 | Record identifier | Identifies the record type. | The valid value is 1H. |
3-11 | Social Security Number | The employee’s or contractor’s social security number. | For employees, the value is retrieved from the Social Security field on the Employee Information page. For contractors, the value is retrieved from the Social Security Number field on the General tab of the Vendor Information page. |
12-39 | Employee Name | The employee’s or contractor’s name. The format is last name,first name,middle initial. | For employees, the value is retrieved from the Last Name, First Name, and Middle Name fields on the Employee Information page. For contractors, the value is retrieved from the Last Name, First Name, and Middle Name fields on the Defined Page 10 - NY Contractor page. |
40-69 | Street Address | The employee’s or contractor’s address. | For employees, the value is retrieved from the Address field on the Employment tab of the Employee Information page. For contractors, the value is retrieved from the Purchasing section of the Address tab on the Vendor Information page. |
70-87 | City | The employee’s or contractor’s city. | For employees, the value is retrieved from the City field on the Employment tab of the Employee Information page. For contractors, the value is retrieved from the Purchasing section of the Address tab on the Vendor Information page. |
88-89 | State | The employee’s or contractor’s state. | For employees, the value is retrieved from the State field on the Employment tab of the Employee Information page. For contractors, the value is retrieved from the Purchasing section of the Address tab on the Vendor Information page. |
90-95 | ZIP code | The employee’s or contractor’s zip code. | For employees, the value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. For contractors, the value is retrieved from the Purchasing section of the Address tab on the Vendor Information page. |
96-101 | Hire Date | The employee’s or contractor’s date of hire. | For employees, the value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. For contractors, the value is retrieved from the Start Date field on the Defined Page 10 - NY Contractor page. |
102 | Eligibility Indicator | Indicates whether the employee or contractor is eligible for employee-dependent health insurance. | For employees, the value is retrieved from the Elig Indicator field on the Payroll Information - State Required page. For contractors, the value is retrieved from the Elig Indicator field on the Defined Page 10 - NY Contractor page. Valid values:
For more information about the Eligibility Indicator and Date logic, refer to Eligibility Indicator and Date logic. |
103-110 | Date employee eligible for coverage | The date from which the employee or contractor is eligible for employee-dependent health insurance. | For employees, the value is retrieved from the Elig Date field on the Payroll Information - State Required page. For contractors, the value is retrieved from the Elig Date field on the Defined Page 10 - NY Contractor page. For more information about the Eligibility Indicator and Date logic, refer to Eligibility Indicator and Date logic. |
111-128 | blank | Not applicable | Not applicable |
Eligibility Indicator and Date logic
Employees
For employees, the Eligibility Indicator and Date employee eligible for coverage field values in the electronic file are calculated based on the following logic:
If the Elig Indicator and Elig Date fields on the Payroll Information - State Required page are blank, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page.
If either or both fields are populated:
If the Elig Indicator field value on the Payroll Information - State Required page is Y, and the Elig Date field is blank, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page.
If the Elig Indicator field value on the Payroll Information - State Required page is N, and the Elig Date field is blank, the Eligibility Indicator field value in the electronic file is N. The Date employee eligible for coverage field is blank.
If the Elig Indicator field on the Payroll Information - State Required page is blank, and the Elig Date is present, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Elig Date field on the Payroll Information - State Required page.
If both fields are populated:
If the Elig Indicator field on the Payroll Information - State Required page is Y, and the Elig Date is present, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Elig Date field on the Payroll Information - State Required page.
If the Elig Indicator field on the Payroll Information - State Required page is N, and the Elig Date is present, the Eligibility Indicator field value in the electronic file is N. The Date employee eligible for coverage field is blank. An error is logged in the load summary report and error file.
Contractors
For contractors, the Eligibility Indicator and Date employee eligible for coverage field values in the electronic file are calculated based on the following logic:
If the Elig Indicator and Elig Date fields on the Defined Page 10 - NY Contractor page are blank, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Start Date field on the Defined Page 10 - NY Contractor page.
If either or both fields are populated:
If the Elig Indicator field value on the Defined Page 10 - NY Contractor page is Y, and the Elig Date field is blank, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Start Date field on the Defined Page 10 - NY Contractor page.
If the Elig Indicator field value on the Defined Page 10 - NY Contractor page is N, and the Elig Date field is blank, the Eligibility Indicator field value in the electronic file is N. The Date employee eligible for coverage field is blank.
If the Elig Indicator field on the Defined Page 10 - NY Contractor page is blank, and the Elig Date is present, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Elig Date field on the Defined Page 10 - NY Contractor page.
If both fields are populated:
If the Elig Indicator field on the Defined Page 10 - NY Contractor page is Y, and the Elig Date is present, the Eligibility Indicator field value in the electronic file is Y. The Date employee eligible for coverage field value is retrieved from the Elig Date field on the Defined Page 10 - NY Contractor page.
If the Elig Indicator field on the Defined Page 10 - NY Contractor page is N, and the Elig Date is present, the Eligibility Indicator field value in the electronic file is N. The Date employee eligible for coverage field is blank. An error is logged in the load summary report and error file.