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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 Record Identifier Format Version Number 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? Filler Employer FEIN Filler 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 Filler Employer Multistate Indicator Filler
Description The following text: "IN Newhire Record". Case does not matter. The following text: "1.00". 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. Spaces 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. Spaces 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. Spaces "Y" for Yes, reporting as a multi-state employer to IN or "N" for No Spaces
Status Required Required Required Optional Required Required Required Optional Optional Required Required Required Optional Optional Optional Required Optional Optional Optional Required Optional Required Required Optional Optional Required Required Required Optional Optional Optional Optional Optional Optional Optional Optional
Type Char Char Char Char Char Numeric Char Char Char Char Char Char Numeric Char Numeric Numeric Char Char Char Numeric Char Char Char Char Char Char Char Numeric Char Numeric Numeric Char Char Char Char Char

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