File Submission Layout - Virginia New Hire Reporting Center
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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.
 
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