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New Hires Record Layout

The following is a description of the data record layouts used to create a CD or 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 CD and electronic submission. You may name the text file with any name you choose.

class="dataSection" The Header Record is the first data record on each DC 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.


HEADER RECORD LAYOUT, (Not including EXCEL FILES) (CD, & ELECTRONIC FILE)

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 blank 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 Phone Number Extension:
179-182
4
Telephone extension # at which transmitter can be contacted, or blanks.
BLANKS
183-553
371
Enter blanks.
DATA RECORD LAYOUT FOR CD & ELECTRONIC FILES
Name
Position
Length
A/N*
Description
M/O**
Record Identifier:
1-2
2
A
Enter "DK" if filing by CD or Electronic File Transfer.
M
Employee Social Security Number:
3-11
2
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 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
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
O
If four digit zip code extention present, must be numeric.
)
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
Numeric Format-YYYYMMDD
M
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