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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 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.
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
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

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