Delimited File Format Instructions
Files can be submitted in either Tab or Comma Delimited format. Tab or Comma Delimited files must include all of the following fields, in the order listed.
Each field may be enclosed by double-quotes. Each record line of the file should represent one record.
You can download our CSV Template or Tab-Delimited Template to assist you in creating your files.
| Field | Type | Status | Comments |
|---|---|---|---|
| Employee Social Security Number | Numeric | Required | Must be 9 digits. All zeros will be rejected; any SSN starting with '9' will also be rejected |
| Employee Last Name | Char | Required | Left justify |
| Employee First Name | Char | Required | Left justify |
| Employee Middle Initial | Char | Optional | Left justify |
| Employee Address Line 1 | Char | Required | Left justify |
| Employee Address Line 2 | Char | Optional | Left justify. Spaces if unused |
| Employee City | Char | Required | Left justify |
| Employee State | Char | Required | Required if domestic address. Spaces if international address |
| Employee Zip Code 1 | Numeric | Required | Required if domestic address. Spaces if international address |
| Employee Zip+4 | Numeric | Optional | If unknown, leave blank |
| Employee Foreign Country Code | Char | Optional | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" |
| Employee Foreign Zip Code | Char | Optional | Required if international address. Left justify. Spaces if domestic address. |
| Employee Date of Hire | Numeric | Required | YYYYMMDD. Must be a valid date. Employee's first day of work |
| Employee Date of Birth | Numeric | Required | YYYYMMDD. Must be a valid date |
| Employee Gender | Char | Optional | M or F |
| Employer Name | Char | Required | Left justify |
| Employer Payroll Address Line 1 | Char | Required | Left justify |
| Employer Payroll Address Line 2 | Char | Optional | Left justify if present. Spaces if unused. |
| Employer Payroll City | Char | Required | Left justify |
| Employer Payroll State | Char | Required | Required if domestic address. Spaces if international address |
| Employer Payroll Zip Code 1 | Numeric | Required | Required if domestic address. Spaces if international address |
| Employer Payroll Zip+4 | Numeric | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employer Foreign Country Code | Char | Optional | Required if international address. Left justify. Spaces if domestic address. Do not report "USA" or "US" |
| Employer Foreign Zip Code | Numeric | Optional | Required if international address. Left justify. Spaces if domestic address. |
| Employer FEIN | Numeric | Required | Federal Employer Identification Number. Must be 9 digits; include leading zeroes. |
