File Submission Layout
This file layout has been created for employers who have the ability to export new
hire data from their existing payroll or human resources software. If you have any
questions, or need further assistance with reporting electronically after reviewing
the File Submission Frequently Asked Questions
page, please Contact Indiana Newhire Reporting
Center.
Please see the end of this document for a listing of the methods you can choose
from for sending your company’s new hire data in the format shown below.
Regardless of transmission method or media type, the following file submission layout
must be used.
IN Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT
FORMAT.
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Record Identifier | Char | 17 | 1 | 17 | Required | The following text: "IN Newhire Record". Case does not matter. |
| Format Version Number | Char | 4 | 18 | 21 | Required | The following text: "1.00". |
|
Employee Information
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Employee First Name | Char | 16 | 22 | 37 | Required | At least one character, no special characters. |
| Employee Middle Name | Char | 16 | 38 | 53 | Optional | If non-blank must be at least one character, no special characters. |
| Employee Last Name | Char | 30 | 54 | 83 | Required | At least one character, no special characters except hyphen. |
| Employee SSN# | Numeric | 9 | 84 | 92 | Required | As reported by employee. |
| Employee Address Line 1 | Char | 40 | 93 | 132 | Required | At least two characters, left justify |
| Employee Address Line 2 | Char | 40 | 133 | 172 | Optional | Left justify. Spaces if unused. |
| Employee Address Line 3 | Char | 40 | 173 | 212 | Optional | Left justify. Spaces if unused. |
| Employee City | Char | 25 | 213 | 237 | Required | At least two characters, no special characters except hyphen. |
| Employee State | Char | 2 | 238 | 239 | Required | Valid state or territory abbreviation. Not required for foreign address. |
| Employee Postal Code | Char | 20 | 240 | 259 | 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 | 4 | 260 | 263 | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employee Country Code | Char | 2 | 264 | 265 | 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 | 8 | 266 | 273 | Optional | If present, numeric. Format - MMDDYYYY |
| Employee Date of Hire | Numeric | 8 | 274 | 281 | Required | If present, numeric. Format - MMDDYYYY |
| Employee State of Hire | Char | 2 | 282 | 283 | 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 | 1 | 284 | 284 | Optional | "Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank. |
| Filler | Char | 1 | 285 | 285 | Optional | Blank fill. Reserved for future use. |
|
Employer Information
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Employer FEIN | Numeric | 9 | 286 | 294 | 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. |
| Filler | Char | 12 | 295 | 306 | Optional | Blank fill. Reserved for future use. |
| Employer Name | Char | 45 | 307 | 351 | Required | At least two characters, left justify. |
| Employer Address Line 1 | Char | 40 | 352 | 391 | Required | At least two characters, left justify |
| Employer Address Line 2 | Char | 40 | 392 | 431 | Optional | Left justify if present. Spaces if unused |
| Employer Address Line 3 | Char | 40 | 432 | 471 | Optional | Left justify if present. Spaces if unused |
| Employer City | Char | 25 | 472 | 496 | Required | At least two characters, left justify |
| Employer State | Char | 2 | 497 | 498 | Required | Valid state or territory abbreviation. Not required for foreign address. |
| Employer Postal Code | Char | 20 | 499 | 518 | 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 | 4 | 519 | 522 | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employer Country Code | Char | 2 | 523 | 524 | Optional | For foreign addresses only |
| Employer Phone Number | Numeric | 10 | 525 | 534 | Optional | Employer contact ten-digit phone number including area code (no hyphens or parentheses). |
| Employer Phone Extension | Numeric | 6 | 535 | 540 | Optional | Employer contact extension (numeric only). |
| Employer Contact | Char | 20 | 541 | 560 | Optional | Name of contact for employer. |
| Filler | Char | 210 | 561 | 770 | Optional | Blank fill. Reserved for future use. |
| Employer Multistate Indicator | Char | 1 | 771 | 771 | Optional | "Y" for Yes, reporting as a multi-state employer to IN or "N" for No |
| Filler | Char | 30 | 772 | 801 | Optional | Blank fill. Reserved for future use. |
|
File Naming Guidelines
When you are ready to save your file, please name the file with the first four characters
of your company name, plus the day and month you are creating it. For example:
Acme Incorporated, file created on December 1st - acme1201.txt
Microsoft Corporation, file created February 14th - micr0214.txt
If you are unable to use this naming convention, please name your file as uniquely
as possible. Using 4-8 letters that are an acronym of your company name, or actually
spelling your company name is acceptable. If you are sending multiple files, please
provide a unique name for each file. Multiple files with the same name cannot be
processed.
Please do not use "newhire" or any variation of "newhire" for
your file name.
How to Send a File to Our Center
After you have created a file that matches our official file submission layout,
please contact our center to arrange a "test" read of the data. We can then assist
you in determining the most appropriate way to send our Center your file. Listed
below are the variety of ways a file can be sent to our Center:
Electronic Transmission Methods
- Secure File Transfer - Register on our web site (www.in-newhire.com)
and then sign on to securely transfer a file to us. You will also receive a confirmation
of receipt with this method.
- EFT - Use your computer's modem to dial our Center and transfer your file
via a phone line. Click here for instructions.
- FTP(Internet File Transfer Protocol) - This option utilizes your connection
to the Internet to transmit files. Click here for
instructions.
Magnetic Media Types Accepted when Sending Files to Our Center
All magnetic media must be clearly labeled with the submitter's name, return address,
Federal Employer Identification Number (FEIN), and contact name with phone number.
- 3.5" Diskette - The diskette must be in IBM format and be mailed in a protective
envelope to prevent damage during transit. Diskettes are not returned.
- 9-Track Reel or 3480/3490 Cartridge Tapes - Our Center accepts files on this
media type. Because of postage and handling costs you may incur, we encourage you
to consider the previously listed methods before sending files using this media
type.
Specifications for 9-Track Reel or 3480/3490 Cartridges
| Tape: 1/2 magnetic tape in the unpacked
mode on 9-track tape. | Recording density: must be 1600 or 6250 bits
per inch. |
| Label: IBM OS/VS format or ANSI OS/VS format.
Unlabeled tapes are a last resort. | Format: ASCII or EBCDIC |
| File Type: fixed length | Record size: 341 |
| 10 records per block | Blocking size of 3410 |
This document was created to assist employers, software developers, and other persons
with the creation of a file that meets our Center's file submission layout guidelines
for electronic reporting of required new hire information.
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