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 Social Security Number	Employee Last Name	Employee First Name	Employee Middle Initial	Employee Address Line 1	Employee Address Line 2	Employee City	Employee State	Employee Zip Code 1	Employee Zip+4	Employee Foreign Country Code	Employee Foreign Zip Code	Employee Date of Hire	Employee Date of Birth	Employee Gender	Employer Name	Employer Payroll Address Line 1	Employer Payroll Address Line 2	Employer Payroll City	Employer Payroll State	Employer Payroll Zip Code 1	Employer Payroll Zip+4	Employer Foreign Country Code	Employer Foreign Zip Code	Employer FEIN
Description	All zeros will be rejected; any SSN starting with '9' will also be rejected	A – Z, no imbedded blanks or punctuation	A – Z, no imbedded blanks or punctuation	A – Z, no imbedded blanks or punctuation	Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed	Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed	Must be Alphabetic(A–Z), some punctuation also allowed	Valid state or territory abbreviation. Not required for foreign address.	All zeros will be rejected	If unknown, leave blank	Blank 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).	Use only when applicable and leave U.S. Zip code blank	YYYYMMDD (e.g. 20010420). The Date of Hire is defined as the date an employee first performed services for pay.	YYYYMMDD (e.g. 19700420).	M or F	Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed	Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed	Must be Alphabetic(A–Z), Numeric(0-9), some punctuation also allowed	Must be Alphabetic(A–Z), some punctuation also allowed	Valid state or territory abbreviation. Not required for foreign address.	All zeros will be rejected	If unknown, leave blank	Blank 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).	Use only when applicable and leave U.S. Zip code blank	0 - 9, all zeros will be rejected
Status	Required	Required	Required	Optional	Required	Optional	Required	Required	Required	Optional	Optional	Optional	Required	Required	Optional	Required	Required	Optional	Required	Required	Required	Optional	Optional	Optional	Required
Type	Numeric	Char	Char	Char	Char	Char	Char	Char	Numeric	Numeric	Char	Char	Numeric	Numeric	Char	Char	Char	Char	Char	Char	Numeric	Numeric	Char	Numeric	Numeric