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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.

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierChar17117RequiredThe following text: "WV Newhire Record". Case does not matter.
Format Version NumberChar41821RequiredThe following text: "1.00".
 

Employee Information

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Employee First NameChar162237RequiredAt least one character, no special characters
Employee Middle NameChar163853OptionalIf non-blank must be at least one character, no special characters
Employee Last NameChar305483RequiredAt least one character, no special characters except hyphen
Employee SSN#Numeric98492RequiredAs reported by employee
Employee Address Line 1Char4093132RequiredAt least two characters, left justify
Employee Address Line 2Char40133172OptionalEmployee address line 2
Employee Address Line 3Char40173212OptionalEmployee address line 3
Employee CityChar25213237RequiredAt least two characters, no special characters except hyphen
Employee StateChar2238239RequiredValid state or territory abbreviation
Employee Postal CodeChar20240259RequiredIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Employee Zip+4Numeric4260263OptionalUS state and territories only
Employee Country CodeChar2264265OptionalFor 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 BirthNumeric8266273OptionalIf present, numeric. Format - MMDDYYYY
Employee Start DateNumeric8274281RequiredNumeric. Format - MMDDYYYY
Employee State of HireChar2282283OptionalValid state or territory abbreviation
FillerChar2284285OptionalFiller
 

Employer Information

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Employer FEINNumeric9286294RequiredFederal Employer Identification Number (no hyphens)
FillerChar12295306OptionalFiller
Employer NameChar45307351RequiredAt least two characters, left justify
Employer Address Line 1Char40352391RequiredAt least two characters, left justify
Employer Address Line 2Char40392431OptionalEmployer address line 2
Employer Address Line 3Char40432471OptionalEmployer address line 3
Employer CityChar25472496RequiredAt least two characters, left justify
Employer StateChar2497498RequiredValid state or territory abbreviation
Employer Postal CodeChar20499518RequiredIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Employer Zip+4Char4519522OptionalUS state and territories only
Employer Country CodeChar2523524OptionalFor foreign addresses only
Employer Phone NumberNumeric10525534OptionalEmployer contact ten-digit phone number including area code (no hyphens or parentheses)
Employer Phone ExtensionNumeric6535540OptionalEmployer contact extension (numeric only)
Employer ContactChar20541560OptionalName of contact for employer
Optional Employer Address Line 1Char40561600OptionalAt least two characters, left justify
Optional Employer Address Line 2Char40601640OptionalEmployer address line 2
Optional Employer Address Line 3Char40641680OptionalEmployer address line 3
Optional Employer CityChar25681705OptionalAt least two characters, left justify
Optional Employer StateChar2706707OptionalValid state or territory abbreviation
Optional Employer Postal CodeChar20708727OptionalIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Optional Employer Zip+4Char4728731OptionalUS state and territories only
Optional Employer Country CodeChar2732733OptionalFor foreign addresses only
Employer Optional Phone NumberNumeric10734743OptionalEmployer contact ten-digit phone number including area code (no hyphens or parentheses)
Employer Optional Contact ExtensionNumeric6744749OptionalEmployer contact extension (numeric only)
Employer Optional ContactChar20750769OptionalName of optional employer contact
FillerChar32770801OptionalReserved 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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