Delimited File Format Instructions
Files can be submitted in either Tab or Comma Delimited format. Tab or Comma Delimited files must include all of the following fields, in the order listed.
Each field may be enclosed by double-quotes. Each record line of the file should represent one record.
You can download our CSV Template or Tab-Delimited Template to assist you in creating your files.
| Field | Type | Status | Comments |
|---|---|---|---|
| Employee First Name | Char | Required | Left justify |
| Employee Middle Name | Char | Optional | Left justify. Space if unknown |
| Employee Last Name | Char | Required | Left justify |
| Employee SSN# | Numeric | Required | Must be 9 digits |
| Employee Address Line 1 | Char | Required | Left justify |
| Employee Address Line 2 | Char | Optional | Left justify. Spaces if unused |
| Employee Address Line 3 | Char | Optional | Left justify. Spaces if unused |
| Employee City | Char | Required | Left justify |
| Employee State | Char | Required | Required if domestic address. Spaces if international address |
| Employee Zip Code | Numeric | Required | Required if domestic address. Spaces if international address |
| Employee Zip+4 | Numeric | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employee Country | Char | Required | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" |
| Employee Date of Birth | Numeric | Optional | MMDDYYYY. Must be a valid date |
| Employee Date of Hire | Numeric | Required | MMDDYYYY. Must be a valid date. Employee's first day of work |
| Employee State of Hire | Char | Optional | Standard postal abbreviation. Only required if other than "VA" |
| Is Medical Insurance Available to Employee? | Char | Optional | "Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank. |
| Employer FEIN | Numeric | Required | Federal Employer Identification Number. Must be 9 digits; include leading zeroes. |
| Employer State EIN | Char | Optional | State identification code, if any. Spaces if unused. |
| Employer Name | Char | Required | Left Justify |
| Employer Address Line 1 | Char | Required | Employer address. Left justify |
| Employer Address Line 2 | Char | Optional | Left justify if present. Spaces if unused. |
| Employer Address Line 3 | Char | Optional | Left justify if present. Spaces if unused. |
| Employer City | Char | Required | Left justify |
| Employer State | Char | Required | Required if domestic address. Spaces if international address |
| Employer Zip Code | Numeric | Required | Required if domestic address. Spaces if international address |
| Employer Zip+4 | Numeric | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employer Country | Char | Required | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" |
| Employer Phone Number | Numeric | Optional | Employer contact 10-digit phone number including area code (no hyphens or parentheses). |
| Employer Phone Extension | Numeric | Optional | Employer contact extension (numeric only). |
| Employer Contact | Char | Optional | Name of contact for employer. |
| Employer Optional Address Line 1 | Char | Optional | Employer payroll processing address. Left justify |
| Employer Optional Address Line 2 | Char | Optional | Left justify if present. Spaces if unused. |
| Employer Optional Address Line 3 | Char | Optional | Left justify if present. Spaces if unused. |
| Employer Optional City | Char | Optional | Left justify |
| Employer Optional State | Char | Optional | Required if domestic address. Spaces if international address |
| Employer Optional Zip Code | Numeric | Optional | Required if domestic address. Spaces if international address |
| Employer Optional Zip+4 | Numeric | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employer Optional Country | Char | Optional | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" |
| Employer Optional Phone Number | Numeric | Optional | Employer contact 10-digit phone number including area code (no hyphens or parentheses). |
| Employer Optional Phone Extension | Numeric | Optional | Employer contact extension (numeric only). |
| Employer Optional Contact | Char | Optional | Name of contact for employer. |