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
Record Identifier Char Required The following text: "DC Newhire Record. Case does not matter.
Format Version Number Char Required The following text: "CSV1"
Employee First Name Char Required At least one character, no special characters.
Employee Middle Name Char Optional If non-blank must be at least one character, no special characters.
Employee Last Name Char Required At least one character, no special characters except hyphen.
Employee SSN# Numeric Required As reported by employee.
Employee Address Line 1 Char Required At least two characters, 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 At least two characters, no special characters except hyphen.
Employee State Char Required Valid state or territory abbreviation. Not required for foreign address.
Employee Postal Code Char 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 Optional If present, must be 4-digits. Spaces if unknown or international address
Employee Country Code Char 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 Optional If present, numeric. Format - MMDDYYYY
Employee Date of Hire Numeric Required Format - MMDDYYYY
Employee State of Hire Char 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 Optional "Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank.
Employer FEIN Numeric 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 Optional State Identification Code (if any) left justified, otherwise blank fill
Employer Name Char Required At least two characters, left justify.
Employer Address Line 1 Char Required At least two characters, 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 At least two characters, left justify
Employer State Char Required Valid state or territory abbreviation. Not required for foreign address.
Employer Postal Code Char 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 Optional If present, must be 4-digits. Spaces if unknown or international address
Employer Country Code Char Optional For foreign addresses only
Employer Phone Number Numeric Optional Employer contact ten-digit phone number including area code (no hyphens or parentheses).
Employer Phone Extension Numeric Optional Employer contact extension (numeric only).
Employer Contact Name Char Optional Name of contact for employer.
Optional Employer Address Line 1 Char Optional At least two characters, left justify
Optional Employer Address Line 2 Char Optional Left justify if present. Spaces if unused
Optional Employer Address Line 3 Char Optional Left justify if present. Spaces if unused
Optional Employer City Char Optional At least two characters, left justify
Optional Employer State Char Optional Valid state or territory abbreviation. Not required for foreign address.
Optional Employer Postal Code Char 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 Optional If present, must be 4-digits. Spaces if unknown or international address
Optional Employer Country Code Char Optional For foreign addresses only
Employer Optional Phone Number Numeric Optional Employer contact ten-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 optional employer contact.