The default file name of the New Hire report electronic file is <Employer Federal ID Number>.<New Hire Report Date>.txt.
The following are the layouts for the two record types included in the file:
Record 01 (Header) record layout
The following table shows the position, field names, description, and data source or valid values for the New Hire report’s 01 (Header) record.
|
Field Name |
Description |
Data Source or Valid Values |
Required or Optional |
|---|---|---|---|
|
Record Identifier |
Identifies the record type. |
The valid value is 01. |
Required |
|
Report Date |
The reporting date. |
Retrieved from the New Hire Report Date field on the PA New Hire Report page. |
Required |
|
Row Count |
The number of rows in the file, excluding the header record. |
The valid value is the count of detail records in the file. |
Required |
Record 02 (Detail) record layout
The following table shows the position, field names, description, and data source or valid values for the New Hire report’s 02 (Detail) record.
|
Field Name |
Description |
Data Source or Valid Values |
Required or Optional |
|---|---|---|---|
|
Record Identifier |
Identifies the record type. |
The valid value is 02. |
Required |
|
Employer FEIN |
The Federal Employer Identification Number. |
Retrieved from the Federal ID Number field on the W2 Wizard: W2 Parameters page. |
Required |
|
Employer name |
The employer’s name. |
Retrieved from the Employer Name field on the W2 Wizard: W2 Parameters page. |
Required |
|
Employer address line 1 |
The first line of the employer’s address. |
Retrieved from the Address field on the W2 Wizard: W2 Parameters page. |
Required |
|
Employer address line 2 |
The second line of the employer’s address. |
Retrieved from the Address field on the W2 Wizard: W2 Parameters page. |
Optional |
|
Employer address line 3 |
The third line of the employer’s address. |
Not applicable |
Optional |
|
Employer city |
The employer’s city. |
Retrieved from the City field on the W2 Wizard: W2 Parameters page. |
Required |
|
Employer state |
The employer’s state. |
Retrieved from the State field on the W2 Wizard: W2 Parameters page. |
Required |
|
Employer zip – first 5 |
The employer’s zip code. |
Retrieved from the Zip Code field on the W2 Wizard: W2 Parameters page. |
Required |
|
Employer zip – last 4 |
The employer’s zip code extension. |
Retrieved from the Zip Extension field on the W2 Wizard: W2 Parameters page. |
Optional |
|
Contact person first name |
The first name of the employer’s representative. |
Retrieved from the user-defined table NH. |
Required |
|
Contact person last name |
The last name of the employer’s representative. |
Retrieved from the user-defined table NH. |
Required |
|
Contact person phone number |
The phone number of the employer’s representative. |
Retrieved from the user-defined table NH. |
Required |
|
Contact person extension number |
The extension phone number of the employer’s representative. |
Retrieved from the user-defined table NH. If the PHEXT code does not exist in the user-defined table NH, this field displays 0000. |
Optional |
|
Employee social security number |
The employee’s social security number. |
Retrieved from the Social Security field on the Employee Information page. |
Required |
|
Employee first name |
The employee's first name. |
Retrieved from the First Name field on the Employee Information page. |
Required |
|
Employee middle name |
The employee's middle name. |
Retrieved from the Middle Name field on the Employee Information page. |
Optional |
|
Employee last name |
The employee's last name. |
Retrieved from the Last Name field on the Employee Information page. |
Required |
|
Employee date of birth |
The employee's birth date. |
Retrieved from the Birthdate field on the Employee Information page. |
Optional |
|
Employee state of hire |
The state where the employee was hired. |
Retrieved from the State field on the Federal/State Reporting tab of the Human Resources Profile page. |
Required |
|
Employee date of hire |
The date the employee was hired. |
Retrieved from the Hire Date field on the Employment tab of the Employee Information page. |
Required |
|
Employee address line 1 |
The first line of the employee’s address. |
Retrieved from the Address field on the Employment tab of the Employee Information page. |
Required |
|
Employee address line 2 |
The second line of the employee’s address. |
Retrieved from the Address field on the Employment tab of the Employee Information page. |
Optional |
|
Employee address line 3 |
The third line of the employee’s address. |
Not applicable |
Optional |
|
Employee city |
The employee’s city. |
Retrieved from the City field on the Employment tab of the Employee Information page. |
Optional |
|
Employee state |
The employee’s state. |
Retrieved from the State field on the Employment tab of the Employee Information page. |
Required |
|
Employee zip – first 5 |
The employee’s zip code. |
Retrieved from the Zip Code field on the Employment tab of the Employee Information page. |
Required |
|
Employee zip – last 4 |
The employee’s zip code extension. |
Retrieved from the Zip Code field on the Employment tab of the Employee Information page. |
Optional |
|
Filler |
Leave blank, reserved for future use. |
Not applicable |
Not applicable |
|
Filler |
Leave blank, reserved for future use. |
Not applicable |
Not applicable |