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: "IN Newhire Record". Case does not matter. |
| Format Version Number | Char | Required | The following text: "2.00". |
| 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 "IN" |
| Is Medical Insurance Available to Employee? | Char | Required | If employee is or will be eligible for benefits, Enter Y for yes or N for no. |
| Starting Pay Rate | Char | Required | H (hourly), A (annually), O (other) |
| Starting Pay/Salary | Numeric | Required | No decimal, last two digits for cents. |
| Job Title | Char | Required | Name or specific role within the organization. |
| Standard Occupational Classification code | Numeric | Required | Enter the first six digits of the SOC Code, no dashes. Locate SOC Codes by job title online using https://www.hoosierdata.in.gov/coder |
| Employer FEIN | Numeric | Required | Federal Employer Identification Number. Must be 9 digits; include leading zeroes. |
| Filler | Char | Optional | Spaces |
| 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. |
| Filler | Char | Optional | Spaces |
| Employer Multistate Indicator | Numeric | Optional | "Y" for Yes, reporting as a multi-state employer to IN or "N" for No |
| Filler | Char | Optional | Spaces |
