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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.