Excel File Layout Instructions
You can download our Excel template to assist you in creating your files.
Note: The first row showing the field names are optional. Each row in the excel file contains all required information for a single newhire.
| Field | Employee First Name | Employee Middle Name | Employee Last Name | Employee SSN# | Employee Address Line 1 | Employee Address Line 2 | Employee Address Line 3 | Employee City | Employee State | Employee Postal Code | Employee Zip+4 | Employee Country Code | Employee Date of Birth | Employee Date of Hire | Employee State of Hire | Employer Benefits Include Medical? | Employer FEIN | Employer State EIN | Employer Name | Employer Address Line 1 | Employer Address Line 2 | Employer Address Line 3 | Employer City | Employer State | Employer Postal Code | Employer Zip+4 | Employer Country Code | Employer Phone Number | Employer Phone Extension | Employer Contact Name | Employer Optional Address Line 1 | Employer Optional Address Line 2 | Employer Optional Address Line 3 | Employer Optional City | Employer Optional State | Employer Optional Postal Code | Employer Optional Zip+4 | Employer Optional Country Code | Employer Optional Phone Number | Employer Optional Phone Extension | Employer Optional Contact Name |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | At least one character, no special characters. | If non-blank must be at least one character, no special characters. | At least one character, no special characters except hyphen. | As reported by employee. | At least two characters, left justify | Left justify. Spaces if unused. | Left justify. Spaces if unused. | At least two characters, no special characters except hyphen. | Valid state or territory abbreviation. Not required for foreign address. | If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify. | If present, must be 4-digits. Spaces if unknown or international address | 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). | If present, numeric. Format - MMDDYYYY | Numeric. Format - MMDDYYYY | Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state. | "Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank. | 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 Registry. | State Employer Identification Number, if available. | At least two characters, left justify. | At least two characters, left justify. | Left justify if present. Blank if unused. | Left justify if present. Blank if unused. | At least two characters, left justify | Valid state or territory abbreviation. Not required for foreign address. | If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify | If present, must be 4-digits. Spaces if unknown or international address | For foreign addresses only | Employer contact ten-digit phone number including area code (no hyphens or parentheses). | Employer contact extension (numeric only). | Employer contact name. | Left justify if present. Spaces if unused | Left justify if present. Spaces if unused | Left justify if present. Spaces if unused | Left justify if present. Spaces if unused | Valid state or territory abbreviation. Not required for foreign address. | If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify | If present, must be 4-digits. Spaces if unknown or international address | For foreign addresses only | Employer contact ten-digit phone number including area code (no hyphens or parentheses). | Employer contact extension (numeric only). | Employer contact name. |
| Status | Required | Optional | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Required | Optional | Optional | Required | Optional | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional |
| Type | Char | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric | Numeric | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric | Numeric | Char | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric | Numeric | Char |