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.
| Employee SSN | Employee First Name | Employee Middle Name | Employee Last Name | Employee Address Line 1 | Employee Address Line 2 | Employee Address Line 3 | Employee City | Employee State | Employee Zip Code 1 | Employee Zip Code + 4 | Employee Foreign Country Code | Employee Foreign Country Name | Employee Foreign Zip Code | Date of Birth | Employee Date of Hire | State of Hire | Employer FEIN | Employer SEIN | Employer Name | Employer Address Line 1 | Employer Address Line 2 | Employer Address Line 3 | Employer City | Employer State | Employer Zip Code 1 | Employer Zip +4 | Employer Foreign Country Code | Employer Foreign Country Name | Employer Foreign Zip Code | Employer Optional Address Line 1 | Employer Optional Address Line 2 | Employer Optional Address Line 3 | Employer Optional City | Employer Optional State | Employer Optional Zip Code 1 | Employer Optional Zip +4 | Employer Optional Foreign Country Code | Employer Optional Foreign Country Name | Employer Optional Foreign Zip Code | Medical Insurance Available? | Employer Phone | Multi-State? | Insurance Company Name | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | All zeros will be rejected; any SSN starting with '9' will also be rejected | A – Z, no imbedded blanks or punctuation | A – Z, no imbedded blanks or punctuation | A – Z, no imbedded blanks or punctuation | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), some punctuation also allowed | Valid state or territory abbreviation. Not required for foreign address. | All zeros will be rejected | If unknown, leave blank | Blank Fill, For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995). | If present at least two characters | Use only when applicable and leave U.S. Zip code blank | YYYYMMDD (e.g. 19700420). | YYYYMMDD (e.g. 20010420). The Date of Hire is defined as the date an employee first performed services for pay. | Alphabetic state or territory abbreviation | 0 - 9, all zeros will be rejected | If present must include no punctuation. If less than 12 characters, left justify | At least two characters | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), some punctuation also allowed | Valid state or territory abbreviation. Not required for foreign address. | All zeros will be rejected | If unknown, leave blank | Blank Fill, For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995). | If present at least two characters | Use only when applicable and leave U.S. Zip code blank | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed | Must be Alphabetic(A–Z), some punctuation also allowed | Valid state or territory abbreviation. Not required for foreign address. | All zeros will be rejected | If unknown, leave blank | Blank Fill, For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995). | If present at least two characters | Use only when applicable and leave U.S. Zip code blank | "Y" for Yes or "N" for No depending on insurance availability from the employer | With area code, left justified, no punctuation | "Y" for Yes, reporting as a multistate employer to GA or "N" for No | Provide the name of Medical Insurance Company, if medical insurance is available to the Employee, to prevent future inquiries regarding medical coverage. |
| Type | Numeric | Char | Char | Char | Char | Char | Char | Char | Char | Numeric | Numeric | Char | Char | Char | Numeric | Numeric | Char | Numeric | Char | Char | Char | Char | Char | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char | Char |
| Status | Required | Required | Optional | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Optional | Required | Required | Required | Required | Optional | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional |