File Submission Layout

This file layout has been created for employers who have the ability to export new hire data from their existing payroll or human resources software. If you have any questions, or need further assistance with reporting electronically after reviewing the File Transfer page, please Contact Virginia New Hire Reporting Center.

Regardless of transmission method or media type, the following file submission layout must be used.

VA Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT.

Field	Type	Length	Start Position	End Position	Status	Comments
Record Identifier	Char	17	1	17	Required	The following text: "VA Newhire Record". Case does not matter.
Format Version Number	Char	4	18	21	Required	The following text: "1.00".

Employee Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employee First Name	Char	16	22	37	Required	At least one character, no special characters.
Employee Middle Name	Char	16	38	53	Optional	Blank Fill, If non-blank must be at least one character, no special characters.
Employee Last Name	Char	30	54	83	Required	At least one character, no special characters except hyphen.
Employee SSN#	Numeric	9	84	92	Required	As reported by employee.
Employee Address Line 1	Char	40	93	132	Required	At least two characters, left justify.
Employee Address Line 2	Char	40	133	172	Optional	Blank Fill, Employee address line 2.
Employee Address Line 3	Char	40	173	212	Optional	Blank Fill, Employee address line 3.
Employee City	Char	25	213	237	Required	At least two characters, no special characters except hyphen.
Employee State	Char	2	238	239	Required	Valid state or territory abbreviation. Not required for foreign address.
Employee Postal Code	Char	20	240	259	Required	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify.
Employee Zip+4	Numeric	4	260	263	Optional	Blank Fill, US state and territories only.
Employee Country Code	Char	2	264	265	Optional	Blank Fill, For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995).
Employee Date of Birth	Numeric	8	266	273	Optional	Blank Fill, If present, numeric. Format - MMDDYYYY.
Employee Date of Hire	Numeric	8	274	281	Required	Numeric. Format - MMDDYYYY.
Employee State of Hire	Char	2	282	283	Optional	Blank Fill, Valid state or territory abbreviation.
Is Medical Insurance Available to Employee?	Char	1	284	284	Optional	"Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank.
Filler	Char	1	285	285	Required	Reserved for future use.

Employer Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employer FEIN	Numeric	9	286	294	Required	Federal Employer Identification Number (no hyphens). Use the same FEIN for which listed employee(s) quarterly wages will be reported under. If you have questions, please contact our center.
Employer State EIN	Char	12	295	306	Optional	State Identification Code, if any. Left Justify. Otherwise blank fill.
Employer Name	Char	45	307	351	Required	At least two characters, left justify.
Employer Address Line 1	Char	40	352	391	Required	At least two characters, left justify.
Employer Address Line 2	Char	40	392	431	Optional	Blank Fill, Employer address line 2.
Employer Address Line 3	Char	40	432	471	Optional	Blank Fill, Employer address line 3.
Employer City	Char	25	472	496	Required	At least two characters, left justify.
Employer State	Char	2	497	498	Required	Valid state or territory abbreviation. Not required for foreign address.
Employer Postal Code	Char	20	499	518	Required	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify.
Employer Zip+4	Char	4	519	522	Optional	Blank Fill, US state and territories use only.
Employer Country Code	Char	2	523	524	Optional	Blank Fill, For foreign addresses only.
Employer Phone Number	Numeric	10	525	534	Optional	Blank Fill, Employer contact ten-digit phone number including area code (no hyphens or parentheses).
Employer Phone Extension	Numeric	6	535	540	Optional	Blank Fill, Employer contact extension (numeric only).
Employer Contact	Char	20	541	560	Optional	Blank Fill, Name of contact for employer.

Employer Optional Address

The address where child support orders should be sent

Field	Type	Length	Start Position	End Position	Status	Comments
Employer Address Line 1	Char	40	561	600	Optional	Blank Fill, Employer Optional Street Address line 1.
Employer Address Line 2	Char	40	601	640	Optional	Blank Fill, Employer Optional Street Address line 2.
Employer Address Line 3	Char	40	641	680	Optional	Blank Fill, Employer Optional Street Address line 3.
Employer City	Char	25	681	705	Optional	Blank Fill, Employer Optional City.
Employer State	Char	2	706	707	Optional	Blank Fill, Employer Optional State. Not Required for foreign address.
Employer Postal Code	Char	20	708	727	Optional	Fill, If a non-foreign address then only US 5 digit zip code.
Employer Zip+4	Char	4	728	731	Optional	Blank Fill, US state and territories use only.
Employer Country Code	Char	2	732	733	Optional	Blank Fill, For foreign addresses only.
Employer Phone Number	Numeric	10	734	743	Optional	Blank Fill, Employer Optional contact ten digit phone number including area code.
Employer Phone Extension	Numeric	6	744	749	Optional	Blank Fill, Employer Optional contact extension.
Employer Contact	Char	20	750	769	Optional	Blank Fill, Name of Optional employer contact.
Filler	Char	32	770	801	Optional	Blank Fill, Reserved for future use.