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 |
|---|---|---|---|
| Record Identifier | Char | Required | The following text: "WV Newhire Record. Case does not matter. |
| Format Version Number | Char | Required | The following text: "1.00" |
| Employee First Name | Char | Required | At least one character, no special characters. |
| Employee Middle Name | Char | Optional | If non-blank must be at least one character, no special characters. |
| Employee Last Name | Char | Required | At least one character, no special characters except hyphen. |
| Employee SSN# | Numeric | Required | As reported by employee. |
| Employee Address Line 1 | Char | Required | At least two characters, left justify |
| Employee Address Line 2 | Char | Optional | Left justify. Spaces if unused. |
| Employee Address Line 3 | Char | Optional | Left justify. Spaces if unused. |
| Employee City | Char | Required | At least two characters, no special characters except hyphen. |
| Employee State | Char | Required | Valid state or territory abbreviation. Not required for foreign address. |
| Employee Postal Code | Char | 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 | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employee Country Code | Char | 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 | Optional | If present, numeric. Format - MMDDYYYY |
| Employee Date of Hire | Numeric | Required | Format - MMDDYYYY |
| Employee State of Hire | Char | Optional | Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state. |
| Filler | Char | Optional | Blank fill |
| Employer FEIN | Numeric | 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 | Optional | Blank fill |
| Employer Name | Char | Required | At least two characters, left justify. |
| Employer Address Line 1 | Char | Required | At least two characters, left justify |
| Employer Address Line 2 | Char | Optional | Left justify if present. Spaces if unused |
| Employer Address Line 3 | Char | Optional | Left justify if present. Spaces if unused |
| Employer City | Char | Required | At least two characters, left justify |
| Employer State | Char | Required | Valid state or territory abbreviation. Not required for foreign address. |
| Employer Postal Code | Char | 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 | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Employer Country Code | Char | Optional | For foreign addresses only |
| Employer Phone Number | Numeric | Optional | Employer contact ten-digit phone number including area code (no hyphens or parentheses). |
| Employer Phone Extension | Numeric | Optional | Employer contact extension (numeric only). |
| Employer Contact Name | Char | Optional | Name of contact for employer. |
| Optional Employer Address Line 1 | Char | Optional | At least two characters, left justify |
| Optional Employer Address Line 2 | Char | Optional | Left justify if present. Spaces if unused |
| Optional Employer Address Line 3 | Char | Optional | Left justify if present. Spaces if unused |
| Optional Employer City | Char | Optional | At least two characters, left justify |
| Optional Employer State | Char | Optional | Valid state or territory abbreviation. Not required for foreign address. |
| Optional Employer Postal Code | Char | 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 | Optional | If present, must be 4-digits. Spaces if unknown or international address |
| Optional Employer Country Code | Char | Optional | For foreign addresses only |
| Employer Optional Phone Number | Numeric | Optional | Employer contact ten-digit phone number including area code (no hyphens or parentheses). |
| Employer Optional Phone Extension | Numeric | Optional | Employer contact extension (numeric only). |
| Employer Optional Contact | Char | Optional | Name of optional employer contact. |