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 Zip Code | Employee Date of Birth | Employee Date of Hire | Employee State of Hire | Employee Independent Contractor (IC) | Employer FEIN | Employer Name | Employer Address Line 1 | Employer Address Line 2 | Employer Address Line 3 | Employer City | Employer State | Employer Zip Code | Employer Contact Name | Employer Phone Number |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 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. No dashes | At least two characters | Spaces if unused. | Spaces if unused. | At least two characters, no special characters except hyphen. | Valid state or territory abbreviation. | U.S. 5 digit zip code | If present, numeric. Format - MMDDYYYY | Numeric. Format - MMDDYYYY | Valid state or territory abbreviation. | "Y" if independent contractor. "N" if not a contractor. | 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. | At least two characters | At least two characters | Blank if unused. | Blank if unused. | At least two characters | Valid state or territory abbreviation. | U.S. 5 digit zip code | Employer contact name. | Employer contact ten-digit phone number including area code (no hyphens or parentheses). |
| Type | Char | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Numeric | Numeric | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric |
| Status | Required | Optional | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Required | Optional | Required | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional |
