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North Carolina Directory of New Hires Electronic Reporting Specifications

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 at the numbers at the end of this document.

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.

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

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Employee’s Social Security Number*Number919RequiredAll zeros will be rejected
Employee’s Last Name*Character201029Required 
Employee’s First Name*Character153044Required 
Employee’s Middle InitialCharacter14545Optional 
Employee’s Address - Line 1*Character304675Required 
Employee’s Address - Line 2Character3076105Optional 
Employee’s City*Character20106125Required 
Employee’s State*Character2126127RequiredValid 2 letter state code (e.g. North Carolina = NC)
Employee’s Zip Code*Number5128132RequiredAll zeros will be rejected
Employee’s Zip Code + 4Number4133136OptionalLeave Blank
Employer’s Name*Character30137166Required 
Employer’s Payroll Address - Line 1*Character30167196Required 
Employer’s Payroll Address - Line 2Character30197226Optional 
Employer’s Payroll City*Character20227246Required 
Employer’s Payroll State*Character2247248RequiredValid 2 letter state code (e.g. North Carolina = NC)
Employer’s Payroll Zip Code*Number5249253RequiredAll zeros will be rejected
Employer’s Zip Code + 4Number4254257OptionalLeave Blank
Employer’s Federal EIN*Number9258266RequiredMust supply numeric value
Employer’s State EIN Unemployment Insurance NumberNumber7267273OptionalIf present must be numeric
Employee’s Date of Hire*Number8274281RequiredCCYYMMDD, Default = Date File Created
Employee’s Date of BirthNumber8282289OptionalCCYYMMDD if Unknown, 00000000
Filler*Character31290320RequiredFill with spaces
 

*Field Names in bold denote required fields

Note: All fields are in upper case alphanumeric format - left justified with trailing spaces. Missing non-required fields should contain all spaces. Please make sure you review your submission. Submissions without required information will be returned.

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.ncnewhires.com) and then sign on to securely transfer a file to us. You will also receive a confirmation of receipt with this method.

  • Secure File Transfer Protocol (SFTP), using your existing Internet connection and a Windows compatible FTP client called FileZilla.  Click here to view 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.

  • CD-ROM (IBM compatible) - The CD must only contain new hire reporting files and be mailed in a protective envelope to prevent damage during transit. CDs are not returned. This option will allow employers to send a large amount of data at a lower cost than a 9 track reel or cartridge tape.


Electronic Reporting: Click here for Frequently Asked Questions regarding Electronic Reporting File Submission.

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.

For Technical support, or for more information on how to send our Center a file, please contact us.

 


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