PA New Hire Report - File Layout and Data Mapping
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 |