North Carolina Directory of New Hires
Electronic Reporting Specifications
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, please contact
our Center at the numbers at the end of this document.
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.
NC Employer File Submission Layout - Create file using FIXED-WIDTH ASCII
TEXT FORMAT.
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Employee’s Social Security Number* | Number | 9 | 1 | 9 | Required | All zeros will be rejected |
| Employee’s Last Name* | Character | 20 | 10 | 29 | Required | |
| Employee’s First Name* | Character | 15 | 30 | 44 | Required | |
| Employee’s Middle Initial | Character | 1 | 45 | 45 | Optional | |
| Employee’s Address - Line 1* | Character | 30 | 46 | 75 | Required | |
| Employee’s Address - Line 2 | Character | 30 | 76 | 105 | Optional | |
| Employee’s City* | Character | 20 | 106 | 125 | Required | |
| Employee’s State* | Character | 2 | 126 | 127 | Required | Valid 2 letter state code (e.g. North Carolina = NC) |
| Employee’s Zip Code* | Number | 5 | 128 | 132 | Required | All zeros will be rejected |
| Employee’s Zip Code + 4 | Number | 4 | 133 | 136 | Optional | Leave Blank |
| Employer’s Name* | Character | 30 | 137 | 166 | Required | |
| Employer’s Payroll Address - Line 1* | Character | 30 | 167 | 196 | Required | |
| Employer’s Payroll Address - Line 2 | Character | 30 | 197 | 226 | Optional | |
| Employer’s Payroll City* | Character | 20 | 227 | 246 | Required | |
| Employer’s Payroll State* | Character | 2 | 247 | 248 | Required | Valid 2 letter state code (e.g. North Carolina = NC) |
| Employer’s Payroll Zip Code* | Number | 5 | 249 | 253 | Required | All zeros will be rejected |
| Employer’s Zip Code + 4 | Number | 4 | 254 | 257 | Optional | Leave Blank |
| Employer’s Federal EIN* | Number | 9 | 258 | 266 | Required | Must supply numeric value |
| Employer’s State EIN* Unemployment Insurance Number | Number | 7 | 267 | 273 | Required | Must supply numeric value |
| Employee’s Date of Hire | Number | 8 | 274 | 281 | Optional | CCYYMMDD, Default = Date File Created |
| Employee’s Date of Birth | Number | 8 | 282 | 289 | Optional | CCYYMMDD if Unknown, 00000000 |
| Filler* | Character | 31 | 290 | 320 | Required | Fill with spaces |
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*Field Names in bold denote required fields
Note: All fields are in upper case alphanumeric format - left justified
with trailing spaces. Missing non-required fields should contain all spaces. Please
make sure you review your submission. Submissions without required information will
be returned.
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
- Web-Transfer - Register on our web site (www.ncnewhires.com)
and then sign on to securely transfer a file to us. You will also receive a confirmation
of receipt with this method.
- 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.
- CD-ROM (IBM compatible) - The CD must only contain new hire reporting files
and be mailed in a protective envelope to prevent damage during transit. CDs are
not returned. This option will allow employers to send a large amount of data at
a lower cost than a 9 track reel or cartridge tape.
- 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: 801 |
| 10 records per block | Blocking size of 8010 |
Electronic Reporting: Click here for
Frequently Asked Questions regarding Electronic Reporting File Submission.
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.
For Technical support, or for more information on how to send our Center a file,
please contact us.
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