File Submission Layout - West Virginia New Hire Reporting Center

File Submission 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 after reviewing the File Transfer page, please Contact West Virginia New Hire Reporting Center.

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

WV Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT.

Field Type Length Start Position End Position Status Comments
Record Identifier Char 17 1 17 Required The following text: "WV Newhire Record". Case does not matter.
Format Version Number Char 4 18 21 Required The following text: "1.00".
 

Employee Information

Field Type Length Start Position End Position Status Comments
Employee First Name Char 16 22 37 Required At least one character, no special characters.
Employee Middle Name Char 16 38 53 Optional If non-blank must be at least one character, no special characters.
Employee Last Name Char 30 54 83 Required At least one character, no special characters except hyphen.
Employee SSN# Numeric 9 84 92 Required As reported by employee.
Employee Address Line 1 Char 40 93 132 Required At least two characters, left justify
Employee Address Line 2 Char 40 133 172 Optional Left justify. Spaces if unused.
Employee Address Line 3 Char 40 173 212 Optional Left justify. Spaces if unused.
Employee City Char 25 213 237 Required At least two characters, no special characters except hyphen.
Employee State Char 2 238 239 Required Valid state or territory abbreviation. Not required for foreign address.
Employee Postal Code Char 20 240 259 Required If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify.
Employee Zip+4 Numeric 4 260 263 Optional If present, must be 4-digits. Spaces if unknown or international address
Employee Country Code Char 2 264 265 Optional 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 Birth Numeric 8 266 273 Optional If present, numeric. Format - MMDDYYYY
Employee Date of Hire Numeric 8 274 281 Required Format - MMDDYYYY
Employee State of Hire Char 2 282 283 Optional Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state.
Filler Char 2 284 285 Optional Blank fill
 

Employer Information

Field Type Length Start Position End Position Status Comments
Employer FEIN Numeric 9 286 294 Required Federal 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 Registry.
Filler Char 12 295 306 Optional Blank fill
Employer Name Char 45 307 351 Required At least two characters, left justify.
Employer Address Line 1 Char 40 352 391 Required At least two characters, left justify
Employer Address Line 2 Char 40 392 431 Optional Left justify if present. Spaces if unused
Employer Address Line 3 Char 40 432 471 Optional Left justify if present. Spaces if unused
Employer City Char 25 472 496 Required At least two characters, left justify
Employer State Char 2 497 498 Required Valid state or territory abbreviation. Not required for foreign address.
Employer Postal Code Char 20 499 518 Required If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Employer Zip+4 Char 4 519 522 Optional If present, must be 4-digits. Spaces if unknown or international address
Employer Country Code Char 2 523 524 Optional For foreign addresses only
Employer Phone Number Numeric 10 525 534 Optional Employer contact ten-digit phone number including area code (no hyphens or parentheses).
Employer Phone Extension Numeric 6 535 540 Optional Employer contact extension (numeric only).
Employer Contact Name Char 20 541 560 Optional Name of contact for employer.
Optional Employer Address Line 1 Char 40 561 600 Optional At least two characters, left justify
Optional Employer Address Line 2 Char 40 601 640 Optional Employer address line 2
Optional Employer Address Line 3 Char 40 641 680 Optional Employer address line 3
Optional Employer City Char 25 681 705 Optional At least two characters, left justify
Optional Employer State Char 2 706 707 Optional Valid state or territory abbreviation
Optional Employer Postal Code Char 20 708 727 Optional If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Optional Employer Zip+4 Char 4 728 731 Optional US state and territories only
Optional Employer Country Code Char 2 732 733 Optional For foreign addresses only
Employer Optional Phone Number Numeric 10 734 743 Optional Employer contact ten-digit phone number including area code (no hyphens or parentheses)
Employer Optional Contact Extension Numeric 6 744 749 Optional Employer contact extension (numeric only)
Employer Optional Contact Char 20 750 769 Optional Name of optional employer contact
Filler Char 32 770 801 Optional Blank fill. Reserved for future use.
 
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