New Hire Electronic Reporting Specifications
The submission requirements for those employers who wish to report new hires electronically are listed below.
Based on DCSE's increased technological capabilities, we are encouraging all employers to submit new hire reports via electronic mail. Employers who have any questions about reporting electronically should contact the New Hire Unit directly.
Due to budgetary constraints, please be advised that as of 06/01/08, DCSE will no longer accept new hire reports via magnetic tapes, and we will no longer return computer diskettes, magnetic tapes, or compact discs.
Three-and-a-half (3 1/2) Diskette: The diskettes must conform to the format specifications for Data Record Layout below. The diskette must be non-compressed and in ASCII fixed field length format. DO NOT enclose fields in quotes or use comma delimiters. An external label must be affixed to the diskette indicating the employer's name, federal EIN number, contact name and phone is required.
All fields are in upper-case alphanumeric format, left justified with trailing spaces. Missing non-required(optional) fields should contain all spaces.
| Field Name | Type | Length | Start Position | End Position | Optional or Required | Format or Default Value |
|---|---|---|---|---|---|---|
| Record Type | Character | 1 | 1 | 1 | Required | =2 |
| Employee's Last Name | Character | 15 | 2 | 16 | Required | |
| Employee's First Name | Character | 15 | 17 | 31 | Required | |
| Employee's Middle Initial | Character | 1 | 32 | 32 | Required | |
| Employee's Address Line 1 | Character | 30 | 33 | 62 | Required | |
| Employee's Address Line 2 | Character | 30 | 63 | 92 | Optional | |
| Employee's City | Character | 15 | 93 | 107 | Required | |
| Employee's State | Character | 2 | 108 | 109 | Required | Valid 2 letter state code |
| Employee's Zip Code | Character | 9 | 110 | 118 | Required | First 5 digits are mandatory |
| Employee's SSN | Character | 9 | 119 | 127 | Required | All zeros will be rejected |
| Employee's Date of Hire | Character | 8 | 128 | 135 | Optional | CCYYMMDD, Default=file creation date |
| Employee Left During Reporting Period | Character | 1 | 136 | 136 | Optional | Y, N or U for Unknown |
| Employee's Date of Birth | Character | 8 | 137 | 144 | Optional | CCYYMMDD, if unknown enter 00000000 |
| Employee's Sex Code | Character | 1 | 145 | 145 | Optional | M, F or U for Unknown |
| Employee's Work State Code | Character | 2 | 146 | 147 | Optional | Valid 2 letter state code |
| Employer's Name | Character | 30 | 148 | 177 | Required | |
| Employer's Payroll Address Line 1 | Character | 30 | 178 | 207 | Required | |
| Employer's Payroll Address Line 2 | Character | 30 | 208 | 237 | Required | |
| Employer's Payroll City | Character | 15 | 238 | 252 | Required | |
| Employer's Payroll State | Character | 2 | 253 | 254 | Required | Valid 2 letter state code |
| Employer's Payroll Zip Code | Character | 9 | 255 | 263 | Required | First 5 digits are mandatory |
| Employer's Federal EIN | Character | 9 | 264 | 272 | Required | If unknown, default to 000000000 |
| Filler | Character | 28 | 273 | 300 | Required | Fill with spaces |
