Excel File Layout Instructions

You can download our Excel template to assist you in creating your files.

Note: The first row showing the field names are optional. Each row in the excel file contains all required information for a single newhire.

Field	Employee First Name	Employee Middle Name	Employee Last Name	Employee SSN#	Employee Address Line 1	Employee Address Line 2	Employee Address Line 3	Employee City	Employee State	Employee Postal Code	Employee Zip+4	Employee Country Code	Employee Date of Birth	Employee Date of Hire	Employee State of Hire	Employer Benefits Include Medical?	Employer FEIN	Employer State EIN	Employer Name	Employer Address Line 1	Employer Address Line 2	Employer Address Line 3	Employer City	Employer State	Employer Postal Code	Employer Zip+4	Employer Country Code	Employer Phone Number	Employer Phone Extension	Employer Contact Name	Optional Employer Address Line 1	Optional Employer Address Line 2	Optional Employer Address Line 3	Optional City Employer	Employer State Optional	Employer Optional Zip Code	Optional Zip Employer + 4	Employer Optional Country Code	Employer Optional Phone Number	Employer Telephone Optional Extension	Employer Optional Contact Name
Description	At least one character, no special characters.	If non-blank must be at least one character, no special characters.	At least one character, no special characters except hyphen.	As reported by employee.	At least two characters, left justify	Left justify. Spaces if unused.	Left justify. Spaces if unused.	At least two characters, no special characters except hyphen.	Valid state or territory abbreviation. Not required for foreign address.	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify.	If present, must be 4-digits. Spaces if unknown or international address	For 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).	If present, numeric. Format - MMDDYYYY	Numeric. Format - MMDDYYYY	Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state.	"Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank.	Federal Employer Identification Number (no hyphens). Use the same FEIN for which listed employee(s) quarterly wages will be reported under. If you have questions, please contact our Registry.	Employer State Identification Number, if available.	At least two characters, left justify.	At least two characters, left justify.	Left justify if present. Blank if unused.	Left justify if present. Blank if unused.	At least two characters, left justify	Valid state or territory abbreviation. Not required for foreign address.	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify	If present, must be 4-digits. Spaces if unknown or international address	For foreign addresses only	Employer contact ten-digit phone number including area code (no hyphens or parentheses).	Employer contact extension (numeric only).	Employer contact name.	Left justified if present. Spaces if not used	Left justified if present. Spaces if not used	Left justified if present. Spaces if not used	Left justified if present. Spaces if not used	Valid State or territory abbreviation. Not required for foreign address.	If a non-foreign address then only US 5 digit ZIP code, left justified. If foreign address then left justify	If present, it must be 4 digits. Spaces if unknown or international address	For foreign addresses only	Contact Employer ten-digit phone number with area code (no dashes or parentheses).	Employer Contact (numeric only).	Employer contact name.
Status	Required	Optional	Required	Required	Required	Optional	Optional	Required	Required	Required	Optional	Optional	Optional	Required	Optional	Optional	Optional	Required	Optional	Required	Required	Optional	Optional	Required	Required	Required	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional	Optional
Type	Char	Char	Char	Numeric	Char	Char	Char	Char	Char	Char	Numeric	Char	Numeric	Numeric	Char	Char	Char	Numeric	Numeric	Char	Char	Char	Char	Char	Char	Numeric	Char	Numeric	Numeric	Char	Char	Char	Char	Char	Char	Char	Numeric	Char	Numeric	Numeric	Char