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 Ohio 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.

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OH Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT.

W4 Transmitter Record (a.k.a. Header Record) 815 bytes This should be the first record in the file.

Field Type Length Start Position End Position Status Comments Record Type* Character 1 1 1 Required 1=Header record Vendor Process Date* Numeric 8 2 9 Required CCYYMMDD Data Record Count* Numeric 9 10 18 Required Excludes Header Record Filler Character 797 19 815 Required Fill With Spaces

W4 Data Record (a.k.a. Detail "New Hire Report" Record)
At least one of these records should be present in the file.

Field Type Length Start Position End Position Status Comments Record Type* Character 1 1 1 Required = 2 Employee Social Security Number* Number 9 2 10 Required As Reported by Employee Employee’s First Name* Character 16 11 26 Required   Employee’s Middle Name Character 16 27 42 Optional   Employee’s Last Name* Character 30 43 72 Required   Employee’s Address Line 1* Character 40 73 112 Required   Employee’s Address Line 2 Character 40 113 152 Optional   Employee’s Address Line 3 Character 40 153 192 Optional   Employee’s City* Character 25 193 217 Required   Employee’s State* Character 2 218 219 Required Valid 2 letter state code (e.g., Ohio=OH) Employee‘s Zip Code 1* Numeric 5 220 224 Required All Zero’s will be rejected Employee’s Zip Code 2 Numeric 4 225 228 Optional   Employee’s Address: Foreign Country Code Character 2 229 230 Optional   Employee’s Address: Foreign Country Name Character 25 231 255 Optional   Employee’s Address: Foreign Postal Code Character 15 256 270 Optional Left Justify Employee‘s Data of Birth* Numeric 8 271 278 Required CCYYMMDD Employee’s Date of Hire* Numeric 8 279 286 Required CCYYMMDD Employee’s State of Hire* Character 2 287 288 Required Valid 2 letter state code (e.g., Ohio=OH) Employee Gender Character 1 289 289 Optional F=Female, MMale, U=Unknown Employee Left Work Character 1 290 290 Optional Y=Yes, N=No, U=Unknown Employer Federal EIN* Numeric 9 291 299 Required All zeros will be rejected Employer’s Income Tax Credit Character 1 300 300 Optional Y=Yes, N=No, U=Unknown Employer’s State EIN Number 12 301 312 Optional   Employer’s Name* Character 45 313 357 Required   Employer’s Address Line 1* Character 40 358 397 Required   Employer’s Address Line 2 Character 40 398 437 Optional   Employer’s Address Line 3 Character 40 438 477 Optional   Employer’s City* Character 25 478 502 Required   Employer’s State* Character 2 503 504 Required Valid 2 letter state code (e.g., Ohio=OH) Employer’s Zip Code 1* Numeric 5 505 509 Required   Employer’s Zip Code 2 Numeric 4 510 513 Optional   Employer’s Add: Foreign Country Code Character 2 514 515 Optional   Employer’s Add: Foreign Country Name Character 25 516 540 Optional   Employer’s Add: Foreign Zip Code Character 15 541 555 Optional   Employer’s Optional Address - Line1 Character 40 556 595 Optional   Employer’s Optional Address - Line 2 Character 40 596 635 Optional   Employer’s Optional Address - Line 3 Character 40 636 675 Optional   Employer’s Optional Address - City Character 25 676 700 Optional   Employer’s Optional Address - State Character 2 701 702 Optional   Employer’s Optional Address - Zip Code 1 Numeric 5 703 707 Optional   Employer’s Optional Address - Zip Code 2 Numeric 4 708 711 Optional   Employer’s Optional Add: Foreign Country Code Character 2 712 713 Optional   Employer’s Optional Add: Foreign Country Name Character 25 714 738 Optional   Employer’s Optional Add: Foreign Country Zip Character 15 739 753 Optional   Employee Independent Contractor (IC) Character 1 754 754 Optional “Y” if independent Contractor IC – Date Payments will begin Numeric 8 755 762 Optional CCYYMMDD IC – Length of Time contractor services performed Numeric 2 763 764 Optional In months Filler* Character 51 765 815 Required Fill with spaces

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.oh-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.