File Submission Layout
Regardless of transmission method or media type, the following file submission layout
must be used.
This layout will allow you to submit files on any of the following magnetic media:
9 track reel, CD-ROM, 3.5" diskette, 18-track cartridge (3480), 36-track cartridge
(3490 or 3490E). Recording density for magnetic media (9-track reel or 18-track
cartridge/3480) must be 1600 or 6200 bpi. The files must be in EBCIDIC format,
801 characters per record, with a blocking factor of 10. An IBM standard label
should be used. All media should be clearly labeled with the submitter's name,
return address, Federal Employer Identification Number (FEIN), and contact name
with phone number.
This file submission layout will also allow for your file to be transferred via;
File Transfer Protocol (FTP), or the Web-transfer
feature available on our secure web site.
WV 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: "WV Newhire Record". Case does not matter. |
| Format Version Number | Char | 4 | 18 | 21 | Required | The following text: "1.00". |
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Employee Information
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Employee First Name | Char | 16 | 22 | 37 | Required | At least one character, no special characters |
| Employee Middle Name | Char | 16 | 38 | 53 | Optional | If non-blank must be at least one character, no special characters |
| Employee 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 Line 1 | Char | 40 | 93 | 132 | Required | At least two characters, left justify |
| Employee Address Line 2 | Char | 40 | 133 | 172 | Optional | Employee address line 2 |
| Employee Address Line 3 | Char | 40 | 173 | 212 | Optional | Employee address line 3 |
| Employee City | Char | 25 | 213 | 237 | Required | At least two characters, no special characters except hyphen |
| Employee State | Char | 2 | 238 | 239 | Required | Valid state or territory abbreviation |
| Employee 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 |
| Employee Zip+4 | Numeric | 4 | 260 | 263 | Optional | US state and territories only |
| Employee 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 | Optional | If present, numeric. Format - MMDDYYYY |
| Employee State of Hire | Char | 2 | 282 | 283 | Optional | Valid state or territory abbreviation |
| Filler | Char | 2 | 284 | 285 | Optional | Filler |
|
Employer Information
| Field | Type | Length | Start Position | End Position | Status | Comments |
| Employer FEIN | Numeric | 9 | 286 | 294 | Required | Federal Employer Identification Number (no hyphens) |
| Filler | Char | 12 | 295 | 306 | Optional | Filler |
| Employer Name | Char | 45 | 307 | 351 | Required | At least two characters, left justify |
| Employer Address Line 1 | Char | 40 | 352 | 391 | Required | At least two characters, left justify |
| Employer Address Line 2 | Char | 40 | 392 | 431 | Optional | Employer address line 2 |
| Employer Address Line 3 | Char | 40 | 432 | 471 | Optional | Employer address line 3 |
| Employer City | Char | 25 | 472 | 496 | Required | At least two characters, left justify |
| Employer State | Char | 2 | 497 | 498 | Required | Valid state or territory abbreviation |
| Employer 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 |
| Employer Zip+4 | Char | 4 | 519 | 522 | Optional | US state and territories only |
| Employer 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) |
| Employer Phone Extension | Numeric | 6 | 535 | 540 | Optional | Employer contact extension (numeric only) |
| Employer Contact | Char | 20 | 541 | 560 | Optional | Name of contact for employer |
| Optional Employer Address Line 1 | Char | 40 | 561 | 600 | Optional | At least two characters, left justify |
| Optional Employer Address Line 2 | Char | 40 | 601 | 640 | Optional | Employer address line 2 |
| Optional Employer Address Line 3 | Char | 40 | 641 | 680 | Optional | Employer address line 3 |
| Optional Employer City | Char | 25 | 681 | 705 | Optional | At least two characters, left justify |
| Optional Employer State | Char | 2 | 706 | 707 | Optional | Valid state or territory abbreviation |
| Optional Employer Postal Code | Char | 20 | 708 | 727 | Optional | If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify |
| Optional Employer Zip+4 | Char | 4 | 728 | 731 | Optional | US state and territories only |
| Optional Employer Country Code | Char | 2 | 732 | 733 | Optional | For foreign addresses only |
| Employer Optional Phone Number | Numeric | 10 | 734 | 743 | Optional | Employer contact ten-digit phone number including area code (no hyphens or parentheses) |
| Employer Optional Contact Extension | Numeric | 6 | 744 | 749 | Optional | Employer contact extension (numeric only) |
| Employer Optional Contact | Char | 20 | 750 | 769 | Optional | Name of optional employer contact |
| Filler | Char | 210 | 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.
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.
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