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 | Record Identifier | Worker's First Name | Worker's Middle Initial | Worker's Last Name | Worker's Address Line 1 | Worker's Address Line 2 | Worker's City | Worker's State | Worker's Zip | Worker's Zip + 4 | Worker's SSN | Worker's Date of Hire | Worker's Date of Birth | Worker's Work State | Worker's Gender | Employer's Name | Employer's Payroll Address Line 1 | Employer's Payroll Address Line 2 | Employer's Payroll City | Employer's Payroll State | Employer's Payroll Zip Code | Employer's Payroll Zip +4 | Employer's Payroll Country Code | Employer's Federal EIN | Employer's State EIN | Employee Salary | Payment Frequency | Employee Eligible for an Insurance Benefit |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | "MS Newhire Record:..." | Valid 2 letter state code (e.g. MS) | All zeroes will be rejected | YYYYMMDD | YYYYMMDD, if unknown 00000000 | Valid 2 letter state code (default to MS | M/F/U | 2 letter state code | If unknown, default to 0000000000 | No decimal, last two digits for cents | Effective December 1, 2010 Use W (weekly), B (Bi-weekly), M (Monthly) and A (annual). If unavailable, default to a space or a blank | Y or N | ||||||||||||||||
| Status | Required | Required | Optional | Required | Required | Optional | Required | Required | Required | Required | Required | Required | Required | Required | Required | Required | Required | Optional | Required | Required | Required | Required | Optional | Required | Required | Required | Required | Required |
| Type | Char | Char | Char | Char | Char | Char | Char | Char | Numeric | Numeric | Numeric | Numeric | Numeric | Char | Char | Char | Char | Char | Char | Char | Numeric | Numeric | Char | Numeric | Numeric | Numeric | Char | Char |