New Hire Report - File Layout and Data Mapping
The default file name for the New Hire report is <File Name Prefix><MMDD>.txt
where
MMDD represents the report creation date.
The first line in the file is the report creation date in YYYYMMDD format, followed by the count of records.
The following table describes the New Hire report's fields, format, position, data source or valid value, and whether the field is required.
Field | Format | Position | Data source or Valid value | Required |
|---|---|---|---|---|
Record Type | X(1) | 1-1 | 2 | Y |
Employee SSN# | 9(9) | 2-10 | employee.ssn For independent contractors, you can use the social security number or Federal Identification Number (FEIN). | Y |
Employee First Name | X(16) | 11-26 | employee.fname | N |
Employee Middle Name | X(16) | 27-42 | employee.mname | Y |
Employee Last Name | X(30) | 43-72 | employee.lname | Y |
Employee Address Line 1 | X(40) | 73-112 | employee.addr1 | N |
Employee Address Line 2 | X(40) | 113-152 | employee.addr2 | N |
Employee Address Line 3 | X(40) | 153-192 | spaces | Y |
Employee City | X(25) | 193-217 | employee.city | Y |
Employee State | X(2) | 218-219 | employee.state | Y Not required for foreign addresses. |
Employee Zip Code 1 | 9(5) | 220-224 | employee.zip | Y Not required for foreign addresses. |
Employee Zip Code 2 | 9(4) | 225-228 | employee.zip | N |
Employee Address: Foreign Country Code | X(2) | 229-230 | spaces | N Required for foreign addresses only. |
Employee Address: Foreign Country Name | X(25) | 231-255 | spaces | N Required for foreign addresses only. |
Employee Address: Foreign Postal Code | X(15) | 256-270 | spaces | N Required for foreign addresses only. |
Employee Date of Birth | 9(8) | 271-278 | employee.birth_date | Y Not required for independent contractors. |
Employee Date of Hire | 9(8) | 279-286 | employee.hire_date | Y Not required for independent contractors. |
Employee State of Hire | X(2) | 287-288 | OH | Y |
Employee Gender | X(1) | 289-289 | employee.gender Valid values:
| N |
Employee Left Work | X(1) | 290-290 | Valid values:
| N |
Employer FEIN | 9(9) | 291-299 | Retrieved from the Federal Identification Number (EIN) field on the OH New Hire Report - Setup - Employer page. | Y |
Employer Income Tax Credit | X(1) | 300-300 | Valid values:
| N |
Employer State EIN | X(12) | 301-312 | Retrieved from the State Employer Account Number field on the Human Resources Profile – State page. | N |
Employer Name | X(45) | 313-357 | Retrieved from the Name field on the OH New Hire Report - Setup - Employer page. | Y |
Employer Address Line 1 | X(40) | 358-397 | Retrieved from the Street Address 1 field on the OH New Hire Report - Setup - Employer page. | Y |
Employer Address Line 2 | X(40) | 398-437 | Retrieved from the Street Address 2 field on the OH New Hire Report - Setup - Employer page. | N |
Employer Address Line 3 | X(40) | 438-477 | spaces | N |
Employer City | X(25) | 478-502 | Retrieved from the City field on the OH New Hire Report - Setup - Employer page. | Y |
Employer State | X(2) | 503-504 | Retrieved from the State field on the OH New Hire Report - Setup - Employer page. | Y |
Employer Zip Code 1 | 9(5) | 505-509 | Retrieved from the Zip field on the OH New Hire Report - Setup - Employer page. | Y |
Employer Zip Code 2 | 9(4) | 510-513 | Retrieved from the Zip Ext field on the OH New Hire Report - Setup - Employer page. | N |
Employer Address: Foreign Country Code | X(2) | 514-515 | spaces | N Required for foreign addresses only. |
Employer Address: Foreign Country Name | X(25) | 516-540 | spaces | N Required for foreign addresses only. |
Employer Address: Foreign Postal Code | X(15) | 541-555 | spaces | N Required for foreign addresses only. |
Employer Income Withholding Address - Line 1 | X(40) | 556-595 | spaces | N |
Employer Income Withholding Address - Line 2 | X(40) | 596-635 | spaces | N |
Employer Income Withholding Address - Line 3 | X(40) | 636-675 | spaces | N |
Employer Income Withholding Address - City | X(25) | 676-700 | spaces | N |
Employer Income Withholding Address - State | X(2) | 701-702 | spaces | N |
Employer Income Withholding Address - Zip Code 1 | 9(5) | 703-707 | spaces | N |
Employer Income Withholding Address - Zip Code 2 | 9(4) | 708-711 | spaces | N |
Employer Income Withholding Add: Foreign Country Code | X(2) | 712-713 | spaces | N Required for foreign addresses only. |
Employer Income Withholding Add: Foreign Country Name | X(25) | 714-738 | spaces | N Required for foreign addresses only. |
Employer Income Withholding Add: Foreign Postal Code | X(15) | 739-753 | spaces | N Required for foreign addresses only. |
Employee Independent Contractor | X(1) | 754-754 | Retrieved from the Independent field on the Defined Page 10 - Ohio Independent Contractor page. Valid values:
| Y Required for independent contractors. |
IC - Date Payments began | 9(8) | 755-782 | Retrieved from the First Pay Date field on the Defined Page 10 - Ohio Independent Contractor page. | Y Required for independent contractors. |
IC - Length of time contractor services performed | 9(2) | 783-784 | Retrieved from the Months Service field on the Defined Page 10 - Ohio Independent Contractor page. | Y Required for independent contractors. |