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Electronic File 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, please contact our Center at 1-888-854-4791.

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

NOTE: File must be created using fixed-width ASCII Text format.

Field TypeLengthStart PositionEnd PositionStatusComments
Record IdentifierChar17117RequiredThe following text: "FL Newhire Record". Case does not matter.
Format Version NumberChar41821RequiredThe following text: "1.00"
 
Employee Information
FieldTypeLengthStart PositionEnd PositionStatusComments
Employee NameChar162237RequiredAt least one character, no special characters
First Name
Middle NameChar163853OptionalBlank Fill, If non-blank must be at least one character, no special characters.
Last NameChar305483RequiredAt least one character, no special characters except hyphen
Employee SSN#Numeric98492RequiredAs reported by employee
Employee AddressChar4093132RequiredAt least two characters, left justify
StreetAddress (Line 1)
StreetAddress (Line 2)Char40133172OptionalBlank Fill, Employee address line 2
StreetAddress (Line 3)Char40173212OptionalBlank Fill, Employee address line 3
CityChar25213237RequiredAt least two characters, no special characters except hyphen
StateChar2238239RequiredValid state or territory abbreviation. Not required for foreign address
Postal CodeChar20240259RequiredIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify US state and territories use only.
Zip Code 4 (US Only)Numeric4260263OptionalBlank Fill, US state and territories only
Country CodeChar2264265OptionalBlank 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)
Employee Date of BirthNumeric8266273OptionalBlank Fill, If present, numeric. Format - MMDDYYYY
Employee Date of HireNumeric8274281RequiredIf present, numeric. Format - MMDDYYYY
Employee State of HireChar2282283OptionalBlank Fill,, Valid state or territory abbreviation
Medical Insurance AvailableChar1284284Optional"Y" if medical insurance is available to employee, otherwise "N"
FillerChar1285285RequiredReserved for future use.
 
Employer Information
FieldTypeLengthStart PositionEnd PositionStatusComments
Employer FEINNumeric9286294RequiredFederal 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 our center.
Reemployment Tax NumberChar12295306OptionalState Unemployment Compensation Identification Number, also known as UI number. Left Justify. Otherwise blank fill.
Employer NameChar45307351RequiredAt least two characters, left justify
Employer AddressChar40352391RequiredAt least two characters, left justify
StreetAddress (Line 1)
StreetAddress (Line 2)Char40392431OptionalEmployer address line 2
StreetAddress (Line 3)Char40432471OptionalEmployer address line 3
CityChar25472496RequiredAt least two characters, left justify
StateChar2497498RequiredValid state or territory abbreviation. Not required for foreign address.
Postal CodeChar20499518RequiredIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Zip Code 4 (US Only)Char4519522OptionalUS state and territories use only.
Country CodeChar2523524OptionalFor foreign addresses only.
Employer Phone NumberNumeric10525534OptionalEmployer contact ten-digit phone number including area code (no hyphens or parentheses
Employer Phone ExtensionNumeric6535540OptionalEmployer contact extension (numeric only).
Employer ContactChar20541560OptionalName of contact for employer.
Employee Optional AddressChar40561600OptionalThe address where child support orders should be sent 
Street Address (Line 1)Blank Fill, Employer Optional Street Address line 1
Street Address (Line 2)Char40601640OptionalBlank Fill, Employer Optional Street Address line 2
Street Address (Line 3)Char40641680OptionalBlank Fill, Employer Optional Street Address line 3
CityChar25681705OptionalBlank Fill, Employer Optional City
StateChar2706707OptionalBlank Fill, Employer Optional State. Not Required for foreign address
Postal CodeChar20708727OptionalBlank Fill, If a non-foreign address then only US 5 digit zip code.
Zip Code 4 (US Only)Char4728731OptionalBlank Fill, US state and territories use only.
Country CodeChar2732733OptionalBlank Fill, For foreign addresses only.
Employer Optional Phone NumberNumeric10734743OptionalBlank Fill, Employer Optional contact ten digit phone number including area code.
Employer Optional Phone ExtensionChar6744749OptionalBlank Fill, Employer Optional contact extension.
Employer Phone ContactChar20750769OptionalBlank Fill, Name of Optional employer contact.
FillerChar1770770OptionalBlank Fill, Reserved for future use.
MultiState IndicatorChar1771771OptionalBlank Fill, "Y" for Yes, reporting as a registered Multistate employer to FL, or "N" for No.
FillerChar30772801OptionalBlank Fill, Reserved for future use.