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 Directory 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.

NM 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: "NM 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 Name First Name Char 16 22 37 Required At least one character, no special characters Middle Name Char 16 38 53 Optional If non-blank must be at least one character, no special characters 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 Street Address Line 1 Char 40 93 132 Required At least two characters, left justify Street Address Line 2 Char 40 133 172 Optional Employee address line 2 Street Address Line 3 Char 40 173 212 Optional Employee address line 3 City Char 25 213 237 Required At least two characters, no special characters except hyphen State2 Char 2 238 239 Required Valid state or territory abbreviation. Not required for foreign address 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 Zip+4 Numeric 4 260 263 Optional US state and territories only 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 Format - MMDDYYYY Employee State of Hire Char 2 282 283 Optional Valid state or territory abbreviation Medical Insurance Available Char 1 284 284 Optional "Y" if medical insurance is available to employee, otherwise "N" Filler Char 1 285 285 Optional Reserved for future use

Employer Information

Field Type Length Start Position End Position Status Comments Employer FEIN Numeric 9 286 294 Required Employer contact ten-digit phone number including area code (no hyphens or parentheses) Filler Char 12 295 306 Optional Reserved for future use Employer Name Char 45 307 351 Required At least two characters, left justify Employer Address Street Address Line 1 Char 40 352 391 Required At least two characters, left justify Street Address Line 2 Char 40 392 431 Optional Employer address line 2 Street Address Line 3 Char 40 432 471 Optional Employer address line 3 City Char 25 472 496 Required At least two characters, left justify State Char 2 497 498 Required Valid state or territory abbreviation. Not required for foreign address. 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 Zip+4 Char 4 519 522 Optional US state and territories only 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) Phone Extension Numeric 6 535 540 Optional Employer contact extension (numeric only) Contact Char 20 541 560 Optional Name of contact for employer Employee Optional Address Street Address Line 1 Char 40 561 600 Required Employer Optional Street Address line 1 Street Address Line 2 Char 40 601 640 Optional Employer Optional Street Address line 2 Street Address Line 3 Char 40 641 680 Optional Employer Optional Street Address line 3 City Char 25 681 705 Required Employer Optional City. State Char 2 706 707 Required Employer Optional State. Postal Code Char 20 708 727 Required If a non-foreign address then only U.S. 5 digit zip code Zip+4 Char 4 728 731 Optional US state and territories only Country Code Char 2 732 733 Optional For foreign addresses only Employer Optional Phone Number Numeric 10 734 743 Optional Employer Optional contact ten-digit phone number including area code Employer Optional Contact Extension Numeric 6 744 749 Optional Employer Optional contact extension Employer Optional Contact Char 20 750 769 Optional Name of optional employer contact Filler Char 32 770 801 Optional 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 Directory

After you have created a file that matches our official file submission layout, please contact our directory to arrange a "test" read of the data. We can then assist you in determining the most appropriate way to send our Directory your file. Listed below are the variety of ways a file can be sent to our Directory:

Electronic Transmission Methods

• Secure File Transfer - Register on this Web site (www.nm-newhire.com), then sign on to securely transfer a file to us. You will also receive a printable 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 Directory

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 - CD's must only contain new hire reporting files and be mailed in a protective envelope to prevent damage during transit. CD's are not returned.

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 Directory'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 Directory a file, please contact us