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 | Employer FEIN | Employer Name | Employer Address Line 1 | Employer Address Line 2 | Employer City | Employer State | Employer Zip Code | Employer Zip +4 | Employer Country | Employer International Postal Code | Employee SSN# | Employee Last Name | Employee First Name | Employee Middle Name | Employee Address Line 1 | Employee Address Line 2 | Employee City | Employee State | Employee Zip Code | Employee Zip +4 | Employee Country | Employee International Postal Code | Employee Date of Birth | Employee Date of Hire | Employee State of Hire | Filler |
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Description | Federal Employer Identification Number. Must be 9 digits; include leading zeroes. | Left Justify | Employer payroll processing address. Left justify | Left justify if present. Spaces if unused | Left justify | Required if domestic address. Spaces if international address | Required if domestic address. Spaces if international address | If present, must be 4-digits. Spaces if unknown or international address | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" | Spaces if domestic address or unknown | Must be 9 digits | Left justify | Left justify | Left justify. Space if unknown | Left justify | Left justify. Spaces if unused | Left justify | Required if domestic address. Spaces if international address | Required if domestic address. Spaces if international address | If present, must be 4-digits. Spaces if unknown or international address | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" | Spaces if domestic address or unknown | CCYYMMDD. Must be a valid date | CCYYMMDD. Must be a valid date. Emloyee's first day of work | Standard postal abbreviation. Only required if other than "WI" | spaces |
Status | Required | Required | Required | Optional | Required | Required | Required | Optional | Required | Optional | Required | Required | Required | Optional | Required | Optional | Required | Required | Required | Optional | Required | Optional | Required | Required | Required | Optional |
Type | Numeric | Char | Char | Char | Char | Char | Numeric | Numeric | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Char | Numeric | Numeric | Char | Numeric | Numeric | Numeric | Char | Char |