(Only for File Upload, Diskette, FTP, or Tape submissions)
The following information is the required record layout of how information needs to be transmitted to
the Nebraska State Directory of New Hires. 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. Each transmission must contain these three types of records, in the following order:
- Header Record - This record contains file or group information including the FEIN Number
- Employer Record - This record contains employer information
- New Hire Record - This record contains employee information that is required for all new or re-hired employees on or after October 1, 1997.
A file must be submitted in a fixed length ASCII file format with LF/CR at the end of each record.
This record layout may be submitted on a 3480 IBM standard label cartridge, diskette, or via the Internet.
Click on the following link to register to use our Internet Web site for reporting, Register Now!
All required fields must contain a combination of data and spaces to the maximum length specified.
All optional fields must contain data, data and spaces, or all spaces to the maximum length specified.
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.
NE Employer File Submission Layout - Create file
using FIXED-WIDTH ASCII TEXT FORMAT.
HEADER RECORD
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Record Identifier | A/N | 2 | 1 | 2 | R | This must contain the characters 'HR'. |
| Number of new hires | N | 5 | 3 | 7 | R | This must contain the number of hires or rehires that are being submitted. |
| Date Stamp | N | 8 | 8 | 15 | R | This date must be submitted in the format of: MMDDYYYY. |
| Employer Federal Identification Number | N | 9 | 16 | 24 | R | No dash or space. |
| Filler | A | 230 | 25 | 254 | R | Blank fill. Reserved for future use. |
|
EMPLOYER RECORD
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Record Identifier | A/N | 2 | 1 | 2 | R | This must contain the characters 'RR'. |
| Employer Name | A/N | 45 | 3 | 47 | R | |
| Employer Address 1 | A/N | 40 | 48 | 87 | R | |
| Employer Address 2 | A/N | 40 | 88 | 127 | O | |
| Employer Address 3 | A/N | 40 | 128 | 167 | O | |
| Employer City | A | 25 | 168 | 192 | R | |
| Employer State | A | 2 | 193 | 194 | R | |
| Employer Zip Code | N | 9 | 195 | 203 | R | This must contain a 5-digit or 9-digit number. No dashes. |
| Employer Contact Name | A | 40 | 204 | 243 | O | |
| Phone Number of Contact Person | N | 10 | 244 | 253 | O | Must be in a format with area code first then number. This field must have numbers only. |
| Filler | A | 1 | 254 | 254 | R | Blank fill. Reserved for future use. |
|
NEW HIRE RECORD
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Record Identifier | A | 2 | 1 | 2 | R | This must contain the characters 'NH'. |
| Employee SSN | N | 9 | 3 | 11 | R | This must contain a nine-digit SSN, no dashes. |
| Employee First Name | A | 16 | 12 | 27 | R | |
| Employee Middle Name | A | 16 | 28 | 43 | O | |
| Employee Last Name | A | 30 | 44 | 73 | R | |
| Employee Address 1 | A/N | 40 | 74 | 113 | R | |
| Employee Address 2 | A/N | 40 | 114 | 153 | O | |
| Employee Address 3 | A/N | 40 | 154 | 193 | O | |
| Employee City | A | 25 | 194 | 218 | R | |
| Employee State | A | 2 | 219 | 220 | R | |
| Employee Zip Code | N | 9 | 221 | 229 | R | This must contain a 5-digit or 9-digit number. No dashes. |
| Employee State of Hire | A | 2 | 230 | 231 | O | |
| Employee Date of Hire | N | 8 | 232 | 239 | R | This date must be submitted in the format of: MMDDYYYY. |
| Employee Date of Birth | N | 8 | 240 | 247 | O | This date must be submitted in the format of: MMDDYYYY. |
| Employee Independent Contractor (IC) | A | 1 | 248 | 248 | O | "Y" if independent contractor. "N" if not a contractor. |
| Filler | A | 6 | 249 | 254 | R | 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
- Web-Transfer - Register on our web site
(www.NE-newhire.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.
- 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: 254 |
| 10 records per block | Blocking size of 2540 |
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.