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 Louisiana Directory of New Hires.

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

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

Field	Type	Length	Start Position	End Position	Status	Comments
Employee First Name	Char	16	1	16	Required	At least one character, no special characters.
Employee Middle Name	Char	16	17	32	Optional	Blank Fill, If non-blank must be at least one character, no special characters.
Employee Last Name	Char	30	33	62	Required	At least one character, no special characters except hyphen.
Employee Suffix	Char	3	63	65	Optional	Blank fill.
Employee SSN#	Numeric	9	66	74	Required	As reported by employee.
Employee Address Line 1	Char	40	75	114	Required	At least two characters.
Employee Address Line 2	Char	40	115	154	Optional	Blank fill.
Employee Address Line 3	Char	40	155	194	Optional	Blank Fill.
Employee City	Char	25	195	219	Required	At least two characters, no special characters.
Employee State	Char	2	220	221	Required	Valid state or territory abbreviation. Not required for foreign address.
Employee Zip Code	Numeric	5	222	226	Required	Must be numeric.
Employee Zip+4	Numeric	4	227	230	Optional	Blank fill.
Employee Country Code	Char	2	231	232	Optional	Required if 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).
Employee Country Name	Char	25	233	257	Optional	If present, at least two characters.
Employee Country Zip	Char	15	258	272	Optional	Blank fill.
Employee Marital Status	Char	1	273	273	Optional	"M" if married. "S" if single.
Employee Hire Date	Numeric	8	274	281	Required	Numeric. Format - MMDDYYYY.
Employer Name	Char	45	282	326	Required	At least two characters, no special characters, left justify.
Employer Address Line 1	Char	40	327	366	Required	Employer address from W-4.
Employer Address Line 2	Char	40	367	406	Optional	Blank fill.
Employer Address Line 3	Char	40	407	446	Optional	Blank fill.
Employer City	Char	25	447	471	Required	At least two characters, no special characters.
Employer State	Char	2	472	473	Required	Valid state or territory abbreviation. Not required for foreign address.
Employer Zip Code	Numeric	5	474	478	Required	Must be numeric.
Employer Zip+4	Numeric	4	479	482	Optional	Blank fill.
Employer Country Code	Char	2	483	484	Optional	Required if 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).
Employer Country Name	Char	25	485	509	Optional	If present, at least two characters.
Employer Country Zip	Char	15	510	524	Optional	Blank fill.
Employer FEIN	Numeric	9	525	533	Required	Federal Employer Identification Number (no hyphens). Use the same FEIN for which listed employee(s) quarterly wages will be reported under. If you have questions, please contact us.
Employer State EIN	Numeric	12	534	545	Optional	State EIN and left justify
Employee Occupation	Char	20	546	565	Optional	Job title.
Employee Salary	Numeric	9	566	574	Optional	Gross amount paid per employee salary frequency, last 2 positions are decimal places, zeroes are allowed.
Employee Salary Freq	Char	2	575	576	Optional	"AN" Annual, "BI" Biweekly, "BM" Bimonthly, "OT" One time, "QT Quarterly, "SA" Semi-Annual, "SM" Semi-monthly, "WK" Weekly
Hire State	Char	2	577	578	Optional	Valid state or territory abbreviation in which employee is hired to work.
Employee Date of Birth	Numeric	8	266	273	Optional	If present, numeric. Format - MMDDYYYY.
Employee Insurance	Char	1	587	587	Optional	"Y" Yes the employee and/or family has purchased insurance through employer, "N" No the employee and/or family has not purchased insurance through the employer.
Service Address Line 1	Char	40	588	627	Optional	This is the employer address to which the Income Assignment should be sent if different from the Employer Address Line 1
Service Address Line 2	Char	40	628	667	Optional	Blank fill.
Service Address Line 3	Char	40	668	707	Optional	Blank fill.
Service City	Char	30	708	732	Optional	At least two characters, no special characters.
Service State	Char	2	733	734	Optional	Valid state or territory abbreviation. Not required for foreign address.
Service Zip Code	Numeric	5	735	739	Optional	Must be numeric.
Service Zip+4	Numeric	4	740	743	Optional	Blank fill.
Service Country Code	Char	2	744	745	Optional	If foreign address, refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995).
Service Country Name	Char	25	746	770	Optional	If present, at least two characters.
Service Country Zip	Char	15	771	785	Optional	Blank fill.
Employer Contact First	Char	16	786	801	Optional	Name of contact who will administer income assignment.
Employer Contact Last	Char	21	802	822	Optional	Name of contact who will administer income assignment.
Employer Contact Phone	Char	10	823	832	Optional	Include area code, no hyphens. Phone number of employer contact.
Filler	Char	300	833	1132	Required	Spaces to be used for future versions.