This file layout is for employers who have the ability to export new hire data from their existing payroll or human resources software. To get started, review the File Submission Frequently Asked Questions page.

If you have any questions or need further assistance with reporting electronically, please contact the Delaware State Directory New Hires toll free at (855) 481-0018.

The methods you can use to send your company’s new hire data in the format shown below are:

• Notepad
• Wordpad
• Excel

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DELAWARE Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT. Click here for a printable PDF version.

Field Type Length Start Position End Position Opt'l/Req'd Comments Record Type Character 1 1 1 Required =2 Employee's Last Name Character 15 2 16 Required   Employee's First Name Character 15 17 31 Required   Employee's Middle Initial Character 1 32 32 Required   Employee's Address Line 1 Character 30 33 62 Required   Employee's Address Line 2 Character 30 63 92 Optional   Employee's City Character 15 93 107 Required   Employee's State Character 2 108 109 Required Valid 2 letter state code Employee's Zip Code Character 9 110 118 Required First 5 digits are mandatory Employee's SSN Character 9 119 127 Required All zeros will be rejected Employee's Date of Hire Character 8 128 135 Required CCYYMMDD = Employee's actual start date for pay Employee Left During Reporting Period Character 1 136 136 Optional Y, N or U for Unknown Employee's Date of Birth Character 8 137 144 Optional CCYYMMDD, if unknown enter 00000000 Employee's Sex Code Character 1 145 145 Optional M, F or U for Unknown Employee's Work State Code Character 2 146 147 Optional Valid 2 letter state code Employer's Name Character 30 148 177 Required   Employer's Payroll Address Line 1 Character 30 178 207 Required   Employer's Payroll Address Line 2 Character 30 208 237 Required   Employer's Payroll City Character 15 238 252 Required   Employer's Payroll State Character 2 253 254 Required Valid 2 letter state code Employer's Payroll Zip Code Character 9 255 263 Required First 5 digits are mandatory Employer's Federal EIN Character 9 264 272 Required Remove special characters Filler Character 28 273 300 Required Fill with spaces only

All characters should be entered in upper case.

If entering data via Notepad, Wordpad, Excel, and etc., format as TEXT.