The following is a description of the data record layouts used to create the magnetic/electronic media reports. Data must be entered in each record in the exact positions shown in the record layouts (Header record and Data records). This applies to both magnetic and electronic submission. You may name the text file with any name you choose.
The Header Record is the first data record on each tape, cartridge, single diskette and electronic file. It is used to identify the organization and individual submitting the file. All fields in the header record are alphanumeric. All data records should follow the header record.
| Field Name | Position | Length | Description |
|---|---|---|---|
| Record Identifier: |
1-2 | 2 | Constant "HD" |
| Transmitter's Name: |
3-47 | 45 | Enter the name of the organization submitting the file. |
| Transmitter Street Address: |
48-87 | 40 | Enter the street address of the organization submitting the file. |
| Transmitter City: |
88-112 | 25 | Enter the city of the organization submitting the file. |
| Transmitter State: |
113-114 | 2 | Enter the 2 character state abbreviation |
| Transmitter Zip Code: |
115-119 | 5 | Enter
5 digit numeric zip code, or blanks if foreign. |
| Zip Code Extension: |
120-123 | 4 | If present, must be numeric. |
| Transmitter Contact: |
124-168 | 45 | Name of individual responsible for completeness of the report. |
| Contact Telephone Number: |
169-178 | 10 | Telephone number at which transmitter can be contacted. |
| Contact Telephone Number Extension: |
179-182 | 4 | Telephone extension # at which transmitter can be contacted, or blanks. |
| BLANKS |
183-553 | 371 | Enter blanks. |
| Field Name | Position | Length | A/N* | Description | M/O** |
|---|---|---|---|---|---|
| Record Identifier |
1-2 | 2 | A |
Enter "MT" if filing by magnetic tape or
cartridge. |
M |
| Employee Social Security Number |
3-11 | 9 | N | All zeroes will be rejected and returned to the employer. | M |
| Employee First Name |
12-27 | 16 | A | At least one character, no suffixes such as "Jr.","Sr.", & "III". | M |
| Employee Middle Name |
28-43 | 16 | A | At least one character if known. If none, fill with a blank. | O |
| Employee Last Name |
44-73 | 30 | A | At least one character, no suffixes such as "Jr.","Sr.", & "III". | M |
| Employee Street Address (line 1) |
74-113 | 40 | A/N | Non-blank. | M |
| Employee Street Address (line 2) |
114-153 | 40 | A/N | If address line is less than 40 characters, do not concatenate | O |
| Employee Street Address (line 3) |
154-193 | 40 | A/N | into a single line. No special characters except for hyphen | O |
| Employee City |
194-218 | 25 | A | At least two characters. No special characters except for hyphen. | M |
| Employee State |
219-220 | 2 | A | State or territory in US Postal Service format. | M |
| Employee Zip Code (1) |
221-225 | 5 | A/N | Must be Numeric, or blanks if foreign. |
M |
| Employee Zip Code (2) |
226-229 | 4 | A/N | If four digit zip code extention present, must be numeric. | O |
| Employee Foreign Country Code |
230-231 | 2 | A/N | Refer to US Dept. of Commerce FIPS code manual (Pub. 10-4). | M (if foreign) |
| Employee Foreign Country Name |
232-256 | 25 | A/N | If present, at least two characters. | M (if foreign) |
| Employee Foreign Zip Code |
257-271 | 15 | A/N | M (if foreign) | |
| Employee Date of Birth |
272-279 | 8 | A/N | If present, numeric. Format-YYYYMMDD | O |
| Employee Date of Hire |
280-287 | 8 | A/N | If present, numeric. Format-YYYYMMDD | O |
| Employee State of Hire |
288-289 | 2 | A | Alphabetic state or territory abbreviation. | O |
| Federal Employer ID Number |
290-298 | 9 | N | Federal Employer Identification Number (FEIN). | M |
| BLANK |
299-310 | 12 | BLANK FIELD | ||
| Employer Name |
311-355 |
45 |
A/N |
At least two characters |
M |
| Employer Street Address (line 1) |
356-395 | 40 | A/N | Non-blank; the address where child support orders should be sent. | M |
| Employer Street Address (line 2) |
396-435 | 40 | A/N | If address line is less than 40 characters, do not concatenate | O |
| Employer Street Address (line 3) |
436-475 | 40 | A/N | into a single line. No special characters except for hyphen. | O |
| Employer City |
476-500 | 25 | A | At least two characters. No special characters except for hyphen. | M |
| Employer State |
501-502 | 2 | A | State or territory in US Postal Service format. | M |
| Employer Zip Code (1) |
503-507 | 5 | A/N | Must be Numeric, or blanks if foreign. | M |
| Employer Zip Code (2) |
508-511 | 4 | A/N | If four digit zip code extention present, must be numeric. | O |
| Employer Foreign Country Code |
512-513 | 2 | A/N | Refer to US Dept. of Commerce FIPS code manual (Pub. 10-4). | M (if foreign) |
| Employer Foreign Country Name |
514-538 | 25 | A/N | If present, at least two characters. | M (if foreign) |
| Employer Foreign Zip Code |
539-553 | 15 | A/N | M (if foreign) |
*Alpha/Numeric
**Mandatory/Optional