Fixed-Width File Layout - Version 1
Please note that every record must be on its own line.
| Field | Type | Length | Start Position | End Position | Status | Comments |
|---|---|---|---|---|---|---|
| Record Identifier | Char | 17 | 1 | 17 | Required | The following text: "DC Newhire Record". Case does not matter. |
| Format Version Number | Char | 4 | 18 | 21 | Required | The following text: "1.00" |
| Employee First Name | Char | 16 | 22 | 37 | Required | At least two character, no special characters. |
| Employee Middle Name | Char | 16 | 38 | 53 | Optional | If non-blank must be at least one character, no special characters. |
| Employee Last Name | Char | 30 | 54 | 83 | Required | At least two 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 | Left justify. Spaces if unused. |
| Employee Address Line 3 | Char | 40 | 173 | 212 | Optional | Left justify. Spaces if unused. |
| 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 | If present, must be 4-digits. Spaces if unknown or international address |
| Employee Country Code | Char | 2 | 264 | 265 | Optional | 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 | If present, numeric. Format - MMDDYYYY |
| Employee Date of Hire | Numeric | 8 | 274 | 281 | Required | Format - MMDDYYYY |
| Employee State of Hire | Char | 2 | 282 | 283 | Optional | Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state. |
| Is Medical Insurance Available to Employee? | Char | 2 | 284 | 285 | Optional | "Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank. |
| 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 Registry. |
| State EIN | Numeric | 12 | 295 | 306 | Optional | State Identification Code (if any) left justified, 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 | Left justify if present. Spaces if unused |
| Employer Address Line 3 | Char | 40 | 432 | 471 | Optional | Left justify if present. Spaces if unused |
| 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 | If present, must be 4-digits. Spaces if unknown or international address |
| Employer Country Code | Char | 2 | 523 | 524 | Optional | For foreign addresses only |
| Employer Phone Number | Numeric | 10 | 525 | 534 | Optional | Employer contact ten-digit phone number including area code (no hyphens or parentheses). |
| Employer Phone Extension | Numeric | 6 | 535 | 540 | Optional | Employer contact extension (numeric only). |
| Employer Contact Name | Char | 20 | 541 | 560 | Optional | Name of contact for employer. |
| Optional Employer Address Line 1 | Char | 40 | 561 | 600 | Optional | At least two characters, left justify |
| Optional Employer Address Line 2 | Char | 40 | 601 | 640 | Optional | Employer address line 2 |
| Optional Employer Address Line 3 | Char | 40 | 641 | 680 | Optional | Employer address line 3 |
| Optional Employer City | Char | 25 | 681 | 705 | Optional | At least two characters, left justify |
| Optional Employer State | Char | 2 | 706 | 707 | Optional | Valid state or territory abbreviation |
| Optional Employer Postal Code | Char | 20 | 708 | 727 | Optional | If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify |
| Optional Employer Zip+4 | Char | 4 | 728 | 731 | Optional | US state and territories only |
| Optional Employer Country Code | Char | 2 | 732 | 733 | Optional | For foreign addresses only |
| Employer Optional Phone Number | Numeric | 10 | 734 | 743 | Optional | Employer contact ten-digit phone number including area code (no hyphens or parentheses) |
| Employer Optional Contact Extension | Numeric | 6 | 744 | 749 | Optional | Employer contact extension (numeric only) |
| Employer Optional Contact | Char | 20 | 750 | 769 | Optional | Name of optional employer contact |
| Filler | Char | 32 | 770 | 801 | Optional | Blank fill. Reserved for future use. |