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. |