File Submission Layout

This file layout has been created for employers who have the ability to export new hire data from their existing payroll or human resources software. If you have any questions, or need further assistance with reporting electronically after reviewing the File Transfer page, please Contact Georgia New Hire Reporting Center.

Please see the end of this document for a listing of the methods you can choose from for sending your company’s new hire data in the format shown below.

Regardless of transmission method or media type, the following file submission layout must be used.

GA Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT.

W4 Transmitter Record (aka Header Record): This should be the first record on the file.

Field	Type	Length	Start Position	End Position	Opt'l/Req'd	Comments
Record Identifier	Alphanumeric	2	1	2	M	“H4”
Transmitter State Code	Numeric	2	3	4	M	State FIPS code, Georgia is “13”
Filler	Alphanumeric	9	5	13		Spaces. Currently in use internally.
Transmission Type	Alphanumeric	2	14	15	M	‘W4’ for W4 data
Filler	Alphabetic	1	16	16		Spaces. Currently in use internally.
Version Number	Alphanumeric	2	17	18	M	Must be ‘01’
Date Stamp	Numeric	8	19	26	M	Format=YYYYMMDD, This must conatin the transmission date of the W4 data to the NDNH
Batch Number	Numeric	6	27	32	M	Sequential number to identify a file submission as unique.
Filler	Alphanumeric	769	33	801		Spaces. To be used for future versions

W4 Total Record (aka Trailer Record): This should be the last record on the file.

Field	Type	Length	Start Position	End Position	Opt'l/Req'd	Comments
Record Identifier	Alphanumeric	2	1	2	M	“T4”
Data Record Count	Numeric	11	3	13	M	Total record count for transmission, including header and trailer records
Filler	Alphanumeric	788	14	801		Spaces. To be used for future versions

W4 Data Record (aka Detail "New Hire Report" Record): At least one or more of these records should be present on the file.

Field	Type	Length	Start Position	End Position	Opt'l/Req'd	Comments
Record Identifier	Alphanumeric	2	1	2	M	‘W4”
Employee SSN	Numeric	9	3	11	M	As reported by employee, no dashes.
Employee First Name	Alphabetic	16	12	27	M	No special characters (i.e. punctuation)
Employee Middle Name	Alphabetic	16	28	43	O	If non-blank, must be at least 1 character. No punctuation
Employee Last Name	Alphabetic	30	44	73	M	No punctuation, except hyphens
Employee Address Street Address (line 1)	Alphanumeric	40	74	113	M	Non-blank
Street Address (line 2)	Alphanumeric	40	114	153	O	If the address line is less than 40 characters do not concatenate into one line.
Street Address (line 3)	Alphanumeric	40	154	193	O
City	Alphabetic	25	194	218	M	At least 2 characters, no punctuation except hyphens
State	Alphabetic	2	219	220	M	Valid state or territory abbreviation
Zip Code (1)	Numeric	5	221	225	M	Must be numeric
Zip Code (2)	Alphanumeric	4	226	229	O	If present, must be numeric
Employee Foreign Address Foreign Country Code	Alphanumeric	2	230	231	O	M for foreign address. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995)
Foreign Country Name	Alphanumeric	25	232	256	O	If present, at least two characters
Foreign Zip Code	Alphanumeric	15	257	271	O
Employee Date of Birth	Numeric	8	272	279	M	Format - YYYYMMDD
Employee Start Date	Numeric	8	280	287	M	Format - YYYYMMDD
Employee State of Hire	Alphabetic	2	288	289	M	Alphabetic state or territory abbreviation
Federal EIN	Numeric	9	290	298	M	Federal Employer ID Number, no dashes
State EIN	Alphanumeric	12	299	310	O	If present must include no punctuation. If less than 12 characters, left justify
Employer Name	Alphanumeric	45	311	355	M	At least two characters
Employer Address Street Address (line 1)	Alphanumeric	40	356	395	M	FEIN address from W4 At least two characters
Street Address (line 2)	Alphanumeric	40	396	435	O	If the address line is less than 40 characters do not concatenate into one line.
Street Address (line 3)	Alphanumeric	40	436	475	O
City	Alphabetic	25	476	500	M	At least two characters
State	Alphabetic	2	501	502	M	Valid state or territory abbreviation
Zip Code (1)	Numeric	5	503	507	M	Must be numeric
Zip Code (2)	Alphanumeric	4	508	511	O	If present, must be numeric
Employer Foreign Address Foreign Country Code	Alphanumeric	2	512	513	O	M for foreign address. Refer to FIPS PUB 10-4 (April 1995)
Foreign Country Name	Alphanumeric	25	514	538	O	If present at least two characters
Foreign Zip Code	Alphanumeric	15	539	553	O
Employer Optional Address Street Address (line 1)	Alphanumeric	40	554	593	O	Address where income withholding orders should be sent.
Street Address (line 2)	Alphanumeric	40	594	633	O	If the address line is less than 40 characters do not concatenate into one line.
Street Address (line 3)	Alphanumeric	40	634	673	O
City	Alphabetic	25	674	698	O	If present, at least two characters
State	Alphabetic	2	699	700	O	If present, valid state or territory abbrev.
Zip Code (1)	Alphanumeric	5	701	705	O	If present, must be numeric
Zip Code (2)	Alphanumeric	4	706	709	O	If present, must be numeric
Employer Optional Foreign Address Foreign Country Code	Alphanumeric	2	710	711	O	Refer to FIPS PUB 10-4 (April 1995)
Foreign Country Name	Alphanumeric	25	712	736	O	If present, at least two characters
Foreign Zip Code	Alphanumeric	15	737	751	O
Medical Insurance	Alphanumeric	1	752	752	O	“Y” for Yes or “N” for No depending on insurance availability from the employer.
Georgia Employer Data Employer Phone Number	Alphanumeric	10	753	762	O	With area code, left justified, no punctuation
Filler	Alphanumeric	8	763	770		Spaces. Currently in use internally.
Employer Multi-State	Alphanumeric	1	771	771	O	“Y” for Yes, reporting as a multistate employer to GA or “N” for No
Filler	Alphanumeric	14	772	785		Spaces. Currently in use internally.
Name of Medical Insurance Company	Alphanumeric	16	786	801	O	Provide the name of Medical Insurance Company, if medical insurance is available to the Employee, to prevent future inquiries regarding medical coverage.