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 office 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.

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

Field Type Length Start Position End Position Opt'l/Req'd Comments EMPLOYEE-NAME-GROUP EMPLOYEE-FIRST-NAME A 16 1 16 M AT LEAST 1 CHAR, NO SPECIAL CHARS. EMPLOYEE-MID-NAME A 16 17 32 O IF NON BLANK AT LEAST CHAR, NO SPECIAL CHARS EMPLOYEE-LAST-NAME A 30 33 62 M AT LEAST 1 CHAR, NO SPECIAL CHARS. EMPLOYEE-SUFFIX A 3 63 65 O SR, JR, I, II, III, IV, V EMPLOYEE-FIRST-SSN N 9 66 74 M AS REPORTED BY EMPLOYEE EMPLOYEE-ADDRESS-GROUP EMPLOYEE-ADDRESS-1 A/N 40 75 114 M NON BLANK EMPLOYEE-ADDRESS-2 A/N 40 115 154 O IF ADDRESS < 40 CHARS DO NOT CONCATENATE INTO 1 LINE EMPLOYEE-ADDRESS-3 A/N 40 155 194 O   EMPLOYEE-ADDRESS-CITY A 25 195 219 M AT LEAST 2 CHAR, NO SPECIAL CHARS. EMPLOYEE-ADDRESS-STATE A 2 220 221 M VALID STATE OR TERRITORRY ABBREVIATION EMPLOYEE-ADDRESS-ZIP-1 N 5 222 226 M MUST BE NUMERIC. EMPLOYEE-ADDRESS-ZIP-EXT A/N 4 227 230 O IF NOT PRESENT ZERO FILL, IF PRESENT MUST BE NUMERIC EMPLOYEE-FOREIGN-ADDRESS-GROUP EMPLOYEE-COUNTRY-CODE A/N 2 231 232 M IF FOREIGN ADDRESS, REFER TO U.S. DEPARTMENT OF COMMERCE FIPS CODE MANUAL, NATIONAL INSTITUTE OF STANDARS AND TECHNOLOGY, FIPS PUB 10-4 (APRIL 1995) EMPLOYEE-COUNTRY-NAME A/N 25 233 257 O IF PRESENT AT LEAST 2 CHARS. EMPLOYEE-COUNTRY-ZIP A/N 15 258 272 O   EMPLOYEE-MARITAL-STATUS A 1 273 273 O M=MARRIED, S=SINGLE EMPLOYEE-HIRE-DATE N 8 274 281 R CCYYMMDD, FIRST DAY EMPLOYEE WORKS FOR PAY EMPLOYER-NAME A/N 45 282 326 M AT LEAST TWO CHARACTERS EMPLOYER-ADDRESS-GROUP EMPLOYER-ADDRESS-1 A/N 40 327 366 M EMPLOYER ADDRESS FROM W-4 NON BLANK EMPLOYER-ADDRESS-2 A/N 40 367 406 O IF ADDRESS < 40 CHARS DO NOT CONCATENATE INTO 1 LINE EMPLOYER-ADDRESS-3 A/N 40 407 446 O   EMPLOYER-ADDRESS-CITY A 25 447 471 M AT LEAST 2 CHAR, NO SPECIAL CHARS. EMPLOYER-ADDRESS-STATE A 2 472 473 M VALID STATE OR TERRITORY ABBREVIATION EMPLOYER-ADDRESS-ZIP-1 N 5 474 478 M MUST BE NUMERIC EMPLOYER-ADDRESS-ZIP-EXT N 4 479 482 O IF NOT PRESENT ZERO FILL, IF PRESENT MUST BE NUMERIC EMPLOYER-FOREIGN-ADDRESS-GROUP EMPLOYER-COUNTRY-CODE A/N 2 483 484 M IF FOREIGN ADDRESS, REFER TO U.S. DEPARTMENT OF COMMERCE FIPS CODE MANUAL, NATIONAL INSTITUTE OF STANDARS AND TECHNOLOGY, FIPS PUB 10-4 (APRIL 1995) EMPLOYER-COUNTRY-NAME A/N 25 485 509 O IF PRESENT AT LEAST 2 CHARS EMPLOYER-COUNTRY-ZIP A/N 15 510 524 O   FEDERAL-EIN N 9 525 533 M FEDERAL EMPLOYER IDENTIFICATION NUMBER STATE-EIN A/N 12 534 545 R STATE EIN AND LEFT JUSTIFY EMPLOYEE-OCUPATION A 20 546 565 R JOB TITLE EMPLOYEE-SALARY N 9 566 574 O GROSS AMT PAID PER EMPLOYEE-SALARY-FREQUENCY, LAST 2 POSITIONS ARE DECIMAL PLACES NOT NEGATIVE VALUES ZEROES ARE ALLOWED. EMPLOYEE-SALARY-FREQUENCY A 2 575 576 O AN=ANNUAL BI=BIWEEKLY BM=BIMONTHLY OT=ONE TIME QT=QUARTERLY SA=SEMI-ANNUAL SM=SEMI-MONTHLY WK=WEEKLY EMPLOYEE-HIRE-STATE A 2 577 578 O VALID STATE OR TERRITORRY ABBREVIATION IN WHICH EMPLOYEE IS HIRED TO WORK EMPLOYEE-BIRTH-DATE N 8 579 586 O CCYYMMDD, IF NOT PRESENT ZERO FILL. EMPLOYEE-INSURANCE-IND A 1 587 587 O Y=YES THE EMPLOYEE AND/OR FAMILY HAS PURCHASED INSURANCE THROUGH EMPLOYER N=NO THE EMPLOYEE AND/OR FAMILY HAS NOT PURCHASED INSURANCE THROUGH EMPLOYER EMPLOYEE-SERVICE-ADDRESS-GROUP SERVICE-ADDRESS-1 A/N 40 588 627 O THIS IS THE EMPLOYER ADDRESS TO WHICH THE INCOME ASSIGNMENT SHOULD BE SENT IF DIFFERENT FROM THE EMPLOYER-ADDRESS-GROUP NON BLANK SERVICE-ADDRESS-2 A/N 40 628 667 O IF ADDRESS < 40 CHARS DO NOT CONCATENATE SERVICE-ADDRESS-3 A/N 40 668 707 O   SERVICE-ADDRESS-CITY A 30 708 732 O AT LEAST 2 CHAR, NO SPECIAL CHARS. SERVICE-ADDRESS-STATE A 2 733 734 O VALID STATE OR TERRITORY ABBREVIATION SERVICE-ADDRESS-ZIP-1 N 5 735 739 O MUST BE NUMERIC SERVICE-ADDRESS-ZIP-EXT N 4 740 743 O IF NOT PRESENT ZERO FILL; IF PRESENT MUST BE NUMERIC SERVICE-FOREIGN-ADDRESS-GROUP SERVICE-COUNTRY-CODE A/N 2 744 745 O IF FOREIGN ADDRESS, REFER TO U.S. DEPARTMENT OF COMMERCE FIPS CODE MANUAL, NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY, FIPS PUB 10-4 (APRIL 1995) SERVICE-COUNTRY-NAME A/N 25 746 770 O IF PRESENT AT LEAST 2 CHARS SERVICE-COUNTRY-ZIP A/N 15 771 785 O   EMPLOYER-CONTACT-FIRST-NAME A 16 786 801 O NAME OF CONTACT WHO WILL ADMINISTER INCOME ASSIGNMENT. EMPLOYER-CONTACT-LAST-NAME A 21 802 822 O NAME OF CONTACT WHO WILL ADMINISTER INCOME ASSIGNMENT. EMPLOYER-CONTACT-PHONE-NUM N 10 823 832 O INCLUDE AREA CODE, NO HYPHENS, PHONE NUMBER OF EMPLOYER-CONTACT. FILLER A 300 833 1132 M SPACES TO BE USED FOR FUTURE VERSIONS.

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 Office

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 office your file. Listed below are the variety of ways a file can be sent to our office:

Electronic Transmission Methods

• Web-Transfer - Register on our web site (www.LA-newhire.com) and then sign on to securely transfer a file to us. You will also receive a confirmation of receipt with this method.
  
  
• SSL File Transfer Protocol - This option utilizes your connection to the Internet to transmit files. Click here for 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 length	Record size: 1132
10 records per block	Blocking size of 11320

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 office'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.