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|