File Submission Layout - Georgia New Hire Reporting Center
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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.

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierAlphanumeric212M“H4”
Transmitter State CodeNumeric234M State FIPS code, Georgia is “13”
FillerAlphanumeric9513 Spaces. Currently in use internally.
Transmission TypeAlphanumeric21415M‘W4’ for W4 data
FillerAlphabetic11616 Spaces. Currently in use internally.
Version NumberAlphanumeric21718MMust be ‘01’
Date StampNumeric81926MFormat=YYYYMMDD, This must conatin the transmission date of the W4 data to the NDNH
Batch NumberNumeric62732MSequential number to identify a file submission as unique.
FillerAlphanumeric76933801 Spaces. To be used for future versions

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

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierAlphanumeric212M“T4”
Data Record CountNumeric11313MTotal record count for transmission, including header and trailer records
FillerAlphanumeric78814801 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.

FieldTypeLengthStart PositionEnd PositionOpt'l/Req'dComments
Record IdentifierAlphanumeric212M‘W4”
Employee SSNNumeric9311MAs reported by employee, no dashes.
Employee First NameAlphabetic161227MNo special characters (i.e. punctuation)
Employee Middle NameAlphabetic162843OIf non-blank, must be at least 1 character. No punctuation
Employee Last NameAlphabetic304473MNo punctuation, except hyphens
Employee Address
Street Address (line 1)
Alphanumeric4074113MNon-blank
Street Address (line 2)Alphanumeric40114153OIf the address line is less than 40 characters do not concatenate into one line.
Street Address (line 3)Alphanumeric40154193O 
CityAlphabetic25194218MAt least 2 characters, no punctuation except hyphens
StateAlphabetic2219220MValid state or territory abbreviation
Zip Code (1)Numeric5221225MMust be numeric
Zip Code (2)Alphanumeric4226229OIf present, must be numeric
Employee Foreign Address
Foreign Country Code
Alphanumeric2230231OM 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 NameAlphanumeric25232256OIf present, at least two characters
Foreign Zip CodeAlphanumeric15257271O 
Employee Date of BirthNumeric8272279MFormat - YYYYMMDD
Employee Start DateNumeric8280287MFormat - YYYYMMDD
Employee State of HireAlphabetic2288289MAlphabetic state or territory abbreviation
Federal EINNumeric9290298MFederal Employer ID Number, no dashes
State EINAlphanumeric12299310OIf present must include no punctuation. If less than 12 characters, left justify
Employer NameAlphanumeric45311355MAt least two characters
Employer Address
Street Address (line 1)
Alphanumeric40356395MFEIN address from W4
At least two characters
Street Address (line 2)Alphanumeric40396435OIf the address line is less than 40 characters do not concatenate into one line.
Street Address (line 3)Alphanumeric40436475O 
CityAlphabetic25476500MAt least two characters
StateAlphabetic2501502MValid state or territory abbreviation
Zip Code (1)Numeric5503507MMust be numeric
Zip Code (2)Alphanumeric4508511OIf present, must be numeric
Employer Foreign Address
Foreign Country Code
Alphanumeric2512513OM for foreign address. Refer to FIPS PUB 10-4 (April 1995)
Foreign Country NameAlphanumeric25514538OIf present at least two characters
Foreign Zip CodeAlphanumeric15539553O 
Employer Optional Address
Street Address (line 1)
Alphanumeric40554593OAddress where income withholding orders should be sent.
Street Address (line 2)Alphanumeric40594633OIf the address line is less than 40 characters do not concatenate into one line.
Street Address (line 3)Alphanumeric40634673O 
CityAlphabetic25674698OIf present, at least two characters
StateAlphabetic2699700OIf present, valid state or territory abbrev.
Zip Code (1)Alphanumeric5701705OIf present, must be numeric
Zip Code (2)Alphanumeric4706709OIf present, must be numeric
Employer Optional Foreign Address
Foreign Country Code
Alphanumeric2710711ORefer to FIPS PUB 10-4 (April 1995)
Foreign Country NameAlphanumeric25712736OIf present, at least two characters
Foreign Zip CodeAlphanumeric15737751O 
Medical InsuranceAlphanumeric1752752O“Y” for Yes or “N” for No depending on insurance availability from the employer.
Georgia Employer Data
Employer Phone Number
Alphanumeric10753762OWith area code, left justified, no punctuation
FillerAlphanumeric8763770 Spaces. Currently in use internally.
Employer Multi-StateAlphanumeric1771771O“Y” for Yes, reporting as a multistate employer to GA or “N” for No
FillerAlphanumeric14772785 Spaces. Currently in use internally.
Name of Medical Insurance CompanyAlphanumeric16786801OProvide the name of Medical Insurance Company, if medical insurance is available to the Employee, to prevent future inquiries regarding medical coverage.



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