• PO Box 138003
  • Sacramento, CA 95813-8003
  • (888) 282-2064
  • (888) 282-0502

Electronic Reporting

There are two(2) ways employers can report electronically:

Option #1
Manual Data-Entry: Employers with only a few new hires can manually data-enter them into the website.

Option #2
File-Upload: Employers with many new hires and payroll providers can export their new hire information to a file that meets our layout specifications. 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 Directory your file. Listed below are the variety of ways a file can be sent to our Directory:
  • Secure Web Upload through this web site. Only available for registered employers and payroll service providers to securely transfer a file to us. You will also receive a confirmation of receipt with this method.
  • Secure File Transfer Protocol (SFTP), using a FTP client such as FileZilla.  Click here to view instructions.  
  • CD-R The CD must be in IBM format and be mailed in a protective envelope to prevent damage during transit. CDs must be clearly labeled with the submitter's name, return address, Federal Employer Identification Number (FEIN), and contact name with phone number. CDs are not returned.

We support these file formats:

File Type Ext Layout Specification Template
text Fixed-Width Text *.txt Download as a PDF Layout
excel Excel *xls Download as a PDF Layout Template
text Tab-Delimited Text *.txt Download as a PDF Layout Template
csv Comma Separated Values *.csv Download as a PDF Layout Template
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