File Submission Frequently Asked Questions

What exactly is the File Submission Layout?
Does my Payroll or Human Resources software already support your File Submission Layout?
What if I am unable to create a file in this format?
I am going to create a query that exports new hire data in the format you require. What other guidelines should I use when building a query to export data in this format?
What if I am trying to report new hires for more than one company or Federal Employer Identification Number (FEIN)?
My company has more than one FEIN and/or subsidiary, which FEIN do I list each new hire report under?
I am building a query that uses ranges of dates to select the new hires and re-hires that will be reported. What should I do to ensure that all new hires and re-hires are reported?
What if my company has operations in more than one location?
What if I still have questions about creating electronic files?

What exactly is the File Submission Layout?

The "File Submission Layout" is the format in which our center is able to process electronic new hire reports. We are unable to accept files that are not in this format. The file format to be created is a fixed-width ASCII text file.

Most Human Resources or Payroll systems have the ability to export data in this format. If you are unfamiliar with this format please consult with a designated technical person at your company, or ask the company who supports your Human Resources or Payroll systems.

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Does my Payroll or Human Resources software already support your File Submission Layout?

To verify whether your software includes the option for creating an electronic new hire reporting file in our file layout, please contact the software manufacturer.

Many leading software companies now offer electronic new hire reporting as an option to their software packages. Our center also works with software developers who wish to add the electronic new hire reporting feature to their products.

If your software does not currently offer an option to automatically create an electronic new hire report, you may be able to create your own file by exporting the information listed earlier in the “File Submission Layout” into the correct format.

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What if I am unable to create a file in this format?

Our Center wants to make electronic new hire reporting as simple as possible for employers. Please contact our center for professional technical assistance and possible alternatives.

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I am going to create a query that exports new hire data in the format you require. What other guidelines should I use when building a query to export data in this format?

As a programmer or other technical staff please ensure your programming includes the following considerations:

• Both New Hires and Re-Hires are required to be reported. A Re-Hire is anyone who returns to work at your company. The query should include Re-Hires as well as New Hires.
  
  
• Employees who are hired, and then quickly terminated still need to be reported. The query should include ANYONE hired within the prescribed date ranges, regardless of their employment status at the time the file is created.
  
  
• Multistate new hire reports are required to be in electronic format, and also require the field “State of Hire” for each employee. For the purposes of New Hire Reporting, the State of Hire should be the state where the Unemployment Insurance Taxes are paid.
  
  For more information on Multistate new hire reporting, please click here.
  
  

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What if I am trying to report new hires for more than one company or Federal Employer Identification Number (FEIN)?

The file layout requires company information to be provided for each employee reported. This allows the layout to contain an unlimited number of different companies or FEINs.

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My company has more than one FEIN and/or subsidiary, which FEIN do I list each new hire report under?

New Hires must be reported using the same FEIN as the FEIN under which state quarterly wage reports are filed.

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I am building a query that uses ranges of dates to select the new hires and re-hires that will be reported. What should I do to ensure that all new hires and re-hires are reported?

It is common for new hires and re-hires to begin working with a company before they are actually added to the Payroll or Human Resources computer systems. Because of delays, someone that is hired or re-hired may not get reported if the delay is long enough that the new hire report is created before their information is input into the appropriate systems.

We recommend to employers who believe this situation is possible in their company to use an “overlapping date range” for their queries. Here is an example of a report that is sent every two weeks:

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What if my company has operations in more than one location?

Employers with one or more subsidiary, location, or branch can save time and resources by consolidating new hire reporting into one central location. If possible, centralization of new hire reporting at the corporate office is recommended, using the Multistate reporting method if applicable. This method reduces the collective time spent on complying with the new hire reporting requirements and shifts the responsibility from the remote branches to the corporate office where reporting can be ensured.

New Hire Reporting is required in all 50 states. If your business has employees in more than one state, please consider Multistate electronic reporting. This option allows employers to send all their new hire reports for each state directly to just one state electronically. Registration is required.

Please click here for more information on Multistate reporting.

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What if I still have questions about creating electronic files?

For technical support, or for more information on how to send our Center a file, please Contact Us.

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