In order for the your data to be processed by our system, you must submit the data in ASCII format.
Each record (employer record or employee record) in the record layout will be a single line of your ASCII file. The first line will be the employer record followed by each employee record listed on a separate line. If you are reporting for multiple employers, you may "stack" the record sets on top of each other in the same file. For example, if you are reporting for three(3) employers with the first employer reporting two(2) New Hires, the second employer reporting five(5) New Hires, and the third employer reporting one(1) New Hire, your file will have the following format:
Line 1: First employer record
Lines 2 and 3: Employee records for the first employer
Line 4: Second employer record
Lines 5 through 9: Employee records for the second employer
Line 10: Third employer record
Line 11: Employee record for the third employer
Click here to see a sample ASCII file. We included a guide across the top of the file for reference only. You do not need to include this guide when you submit your data.
Click here to validate your file with these specifications.
| Employer Record Layout | ||||
|---|---|---|---|---|
| Location | Field | No. of Bytes | Data | Remarks |
| 1-9 | Employer Federal ID No. | 9 | N | Do not suppress leading zeros. Required. |
| 10-39 | Employer Name | 30 | AN | Left justified. Required. |
| 40-64 | Employer Address Line 1 | 25 | AN | Left justified. Required |
| 65-89 | Employer Address Line 2 | 25 | AN | Left justified. Optional. |
| 90-111 | Employer City | 22 | AN | Left justified. Required. |
| 112-113 | Employer State | 2 | AN | Postal Abbreviation. Required. |
| 114-122 | Employer Zip Code | 9 | AN | If the Zip+4 is not known, leave the last 4 bytes blank. The first 5 bytes are required. |
| 123-132 | Employer Phone No. | 10 | N | Area code + prefix + suffix. Optional |
| 133-149 | Filler | 17 | Value blanks. | |
| 150 | Record ID | 1 | "R" | Must be 'R'. Required. |
| Employee Record Layout | ||||
|---|---|---|---|---|
| Location | Field | No. of Bytes | Data | Remarks |
| 1-9 | Employee SSN | 9 | N | Do not suppress leading zeros. Required. |
| 10-24 | Employee Last Name | 15 | AN | Left justified. Required. |
| 25-44 | Employee First Name | 20 | AN | Left justified. Required. |
| 45 | Employee Middle Initial | 1 | AN | Optional. |
| 46-70 | Employee Address Line 1 | 25 | AN | Left justified. Required. |
| 71-95 | Employee Address Line 2 | 25 | AN | Left justified. Optional. |
| 96-117 | Employee City | 22 | AN | Left justified. Required. |
| 118-119 | Employee State | 2 | AN | Postal Abbreviation. Required. |
| 120-128 | Employee Zip | 9 | AN | If the Zip+4 is not known, leave the last 4 bytes blank. The first 5 bytes are required. |
| 129-136 | Employee Date of Birth | 8 | AN | YYYYMMDD format. No dashes or slashes. Optional. |
| 137-144 | Employee Date of Remuneration | 8 | AN | YYYYMMDD format. No dashes or slashes. Required. |
| 145-149 | Filler | 5 | Value blanks. | |
| 150 | Record ID | 1 | "E" | Must be 'E'. Required. |