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 Wisconsin New Hire Reporting.

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

Field Type Length Start Position End Position Status Comments Employer FEIN Numeric 9 1 9 Required Federal Employer Identification Number. Must be 9 digits; include leading zeroes. Employer Name Char 35 10 44 Required Left justify Employer Address Line 1 Char 35 45 79 Required Employer payroll processing address. Left justify Employer Address Line 2 Char 35 80 114 Optional Left justify if present. Spaces if unused Employer City Char 22 115 136 Required Left Justify. Employer State Char 2 137 138 Required Required if domestic address. Spaces if international address Employer Zip Code Numeric 5 139 143 Required Required if domestic address. Spaces if international address Employer Zip+4 Char 4 144 147 Optional If present, must be 4-digits. Spaces if unknown or international address Employer Country Char 25 148 172 Required Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" Employer International Postal Code Char 15 173 187 Optional Spaces if domestic address or unknown. Employee SSN# Numeric 9 188 196 Required Must be 9 digits. Employee Last Name Char 20 197 216 Required Left justify Employee First Name Char 15 217 231 Required Left justify. Employee Middle Name Char 15 232 246 Optional Left justify. Space if unknown. Employee Address Line 1 Char 35 247 281 Required Left justify. Employee Address Line 2 Char 35 282 316 Optional Left justify. Spaces if unused. Employee City Char 22 317 338 Required Left justify. Employee State Char 2 339 340 Required Required if domestic address. Spaces if international address Employee Zip Code Numeric 5 341 345 Required Required if domestic address. Spaces if international address Employee Zip+4 Numeric 4 346 349 Optional If present, must be 4-digits. Spaces if unknown or international address Employee Country Char 25 350 374 Required Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" Employee International Postal Code Char 15 375 389 Optional Spaces if domestic address or unknown. Employee Date of Birth Numeric 8 390 397 Required CCYYMMDD. Must be a valid date. Employee Date of Hire Numeric 8 398 405 Required CCYYMMDD. Must be a valid date. Employee's first day of work. Employee State of Hire Char 2 406 407 Required Standard postal abbreviation. Only required if other than "WI" Filler Char 43 408 450 Optional 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

• Web-Transfer - Register on our web site (www.wi-newhire.com) and then sign on to securely transfer a file to us. You will also receive a confirmation of receipt with this method.
  
  
• SSL 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.
  
  
• 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.

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.