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 First Name | Employee Middle Name | Employee Last Name | Employee Suffix | Employee SSN # | Employee Address 1 | Employee Address 2 | Employee Address 3 | Employee Address City | Employee Address State | Employee Address Zip 1 | Employee Address Zip Ext | Employee Country Code | Employee Country Name | Employee Country Zip | Employee Marital Status | Employee Hire Date | Employer Name | Employer Address 1 | Employer Address 2 | Employer Address 3 | Employer Address City | Employer Address State | Employer Address Zip 1 | Employer Address Zip Ext | Employer Foreign Country Code | Employer Country Name | Employer Country Zip | Federal Ein | State Ein | Employee Occupation | Employee Salary | Employee Salary Frequency | Employee Hire State | Employee Birth Date | Employee Insurance | Employer Service Address 1 | Service Address 2 | Service Address 3 | Service Address City | Service Address State | Service Address Zip 1 | Service Address Zip Ext | Service Foreign Country Code | Service Country Name | Service Country Zip | Employer Contact First Name | Employer Contact Last Name | Employer Contact Phone Num | Filler |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | At Least 1 Char, No Special Chars. | If Non-Blank, at least 1 Char, No Special Chars | At Least 1 Char, No Special Chars. | As Reported by Employee, Must Be 9 Digits | At Least 2 Char, No Special Chars. | Valid State or Territory Abbreviation | Required if Domestic Address. Spaces If International Address | Required 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) | If Present, at least 2 Chars. | M=Married, S=Single | At Least Two Characters | Employer Address From W-4 | At Least 2 Char, No Special Chars. | Valid State or Territory Abbreviation | Must Be Numeric | Required 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) | If Present At Least 2 Chars | Federal Employer Identification Number | State Ein and Left Justify | Job Title, No Special Characters | Gross Amount Paid Per Employee Salary Frequency, Last 2 Positions Are Decimal Places, Zeroes Are Allowed. | AN=Annual. BI=Biweekly. BM=Bimonthly. OT=One Time. QT=Quarterly, SA=Semi-Annual. SM=Semi-Monthly. WK=Weekly | Valid State or Territory Abbreviation in Which Employee is hired to Work | If Not Present Zero Fill. | Y=Yes, the Employee and/or Family Has Purchased Insurance Through Employer. | N=No, the Employee and/or Family Has Not Purchased Insurance Through Employer | This is the Employer Address to which the Income Assignment should be sent, if different from the Employer Address 1 field. | At Least 2 Char, No Special Chars. | Valid State or Territory Abbreviation | Must Be Numeric | Required 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) | If Present At Least 2 Chars | Name of Contact who will administer income assignment. | Name Of Contact Who Will Administer Income Assignment. | Include Area Code, No Hyphens, Phone Number of Employer Contact. | Spaces To Be Used for Future Versions. | ||||||||||||||
| Type | Alpha | Alpha | Alpha | Alphanumeric | Numeric | Alphanumeric | Alphanumeric | Alphanumeric | Alpha | Alpha | Numeric | Alphanumeric | Alphanumeric | Alphanumeric | Alphanumeric | Alpha | Numeric | Alphanumeric | Alphanumeric | Alphanumeric | Alphanumeric | Alpha | Alpha | Numeric | Numeric | Alphanumeric | Alphanumeric | Alphanumeric | Numeric | Numeric | Alphanumeric | Numeric | Alpha | Alpha | Numeric | Alpha | Alphanumeric | Alphanumeric | Alphanumeric | Alpha | Alpha | Numeric | Numeric | Alphanumeric | Alpha | Numeric | Alpha | Alpha | Numeric | Alphanumeric |
| Status | Required | Optional | Required | Optional | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Optional | Optional | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Optional | Required | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Required |