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Nebraska State Directory of New Hires Electronic Reporting Specifications

(Only for File Upload, Diskette, FTP, or Tape submissions)

The following information is the required record layout of how information needs to be transmitted to the Nebraska State Directory of New Hires. 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. Each transmission must contain these three types of records, in the following order:

  1. Header Record - This record contains file or group information including the FEIN Number
  2. Employer Record - This record contains employer information
  3. New Hire Record - This record contains employee information that is required for all new or re-hired employees on or after October 1, 1997.

A file must be submitted in a fixed length ASCII file format with LF/CR at the end of each record. This record layout may be submitted on a 3480 IBM standard label cartridge, diskette, or via the Internet. Click on the following link to register to use our Internet Web site for reporting, Register Now!

All required fields must contain a combination of data and spaces to the maximum length specified. All optional fields must contain data, data and spaces, or all spaces to the maximum length specified.

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.


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

HEADER RECORD

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierA/N212RThis must contain the characters 'HR'.
Number of new hiresN537RThis must contain the number of hires or rehires that are being submitted.
Date StampN8815RThis date must be submitted in the format of: MMDDYYYY.
Employer Federal Identification NumberN91624RNo dash or space.
FillerA23625260RBlank fill. Reserved for future use.
 

EMPLOYER RECORD

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierA/N212RThis must contain the characters 'RR'.
Employer NameA/N45347R 
Employer Address 1A/N404887R 
Employer Address 2A/N4088127O 
Employer Address 3A/N40128167O 
Employer CityA25168192R 
Employer StateA2193194R 
Employer Zip CodeN9195203RThis must contain a 5-digit or 9-digit number. No dashes.
Employer Contact NameA40204243O 
Phone Number of Contact PersonN10244253OMust be in a format with area code first then number. This field must have numbers only.
FillerA7254260RBlank fill. Reserved for future use.
 

NEW HIRE RECORD

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierA212RThis must contain the characters 'NH'.
Employee SSNN9311RThis must contain a nine-digit SSN, no dashes.
Employee First NameA161227R 
Employee Middle NameA162843O 
Employee Last NameA304473R 
Employee Address 1A/N4074113R 
Employee Address 2A/N40114153O 
Employee Address 3A/N40154193O 
Employee CityA25194218R 
Employee StateA2219220R 
Employee Zip CodeN9221229RThis must contain a 5-digit or 9-digit number. No dashes.
Employee State of HireA2230231O 
Employee Date of HireN8232239RThis date must be submitted in the format of: MMDDYYYY.
Employee Date of BirthN8240247OThis date must be submitted in the format of: MMDDYYYY.
Employee Independent Contractor (IC)A1248248O"Y" if independent contractor. "N" if not a contractor.
Dependent Health Insurance AvailableA1249249Optional"Y" if dependent health insurance available, "N" if not available
Date Employee Qualifies for Family Health InsuranceN8250257OptionalThis date must be submitted in the format of: MMDDYYYY.
FillerA3258260RBlank fill. 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.


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.NE-newhire.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.

  • 9-Track Reel or 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.

Specifications for 9-Track Reel or 3480/3490 Cartridges

Tape: 1/2 magnetic tape in the unpacked mode on 9-track tape.Recording density: must be 1600 or 6250 bits per inch.
Label: IBM OS/VS format or ANSI OS/VS format. Unlabeled tapes are a last resort.Format: ASCII or EBCDIC
File Type: fixed lengthRecord size: 254
10 records per blockBlocking size of 2540


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.


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