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.
| Record Identifier | Format Version Number | Employee First Name | Employee Middle Name | Employee Last Name | Employee SSN# | Employee Address Line 1 | Employee Address Line 2 | Employee Address Line 3 | Employee City | Employee State | Employee Postal Code | Employee Zip+4 | Employee Country Code | Employee Date of Birth | Employee Date of Hire | Employee State of Hire | Filler | Employer FEIN | Filler | Employer Name | Employer Address Line 1 | Employer Address Line 2 | Employer Address Line 3 | Employer City | Employer State | Employer Postal Code | Employer Zip+4 | Employer Country Code | Employer Phone Number | Employer Phone Extension | Employer Contact Name | Optional Employer Address Line 1 | Optional Employer Address Line 2 | Optional Employer Address Line 3 | Optional Employer City | Optional Employer State | Optional Employer Postal Code | Optional Employer Zip+4 | Optional Employer Country Code | Employer Optional Phone Number | Employer Optional Phone Extension | Employer Optional Contact | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | The following text: "WV Newhire Record" | The following text: "1.00" | At least one character, no special characters. | If non-blank must be at least one character, no special characters. | At least one character, no special characters except hyphen. | As reported by employee. | At least two characters | Blank if unused | Blank if unused | At least two characters, no special characters except hyphen. | Valid state or territory abbreviation. Not required for foreign address. | If a non-foreign address then only U.S. 5 digit zip code, otherwise full zip code | If present, must be 4-digits. Blank if unknown or international address | For foreign addresses only. | If present, numeric. Format - MMDDYYYY | Format - MMDDYYYY | Valid state or territory abbreviation. | Blank fill | Federal Employer Identification Number (no hyphens). | Blank fill | At least two characters | At least two characters | Blank if unused | Blank if unused | At least two characters | Valid state or territory abbreviation. Not required for foreign address. | If a non-foreign address then only U.S. 5 digit zip code, otherwise full zip code | If present, must be 4-digits. Blank if unknown or international address | For foreign addresses only | Employer contact ten-digit phone number including area code (no hyphens or parentheses). | Employer contact extension (numeric only). | Name of contact for employer. | At least two characters | Blank if unused | Blank if unused | At least two characters | Valid state or territory abbreviation | If a non-foreign address then only U.S. 5 digit zip code, otherwise full zip code | US state and territories only | For foreign addresses only | Employer contact ten-digit phone number including area code (no hyphens or parentheses) | Employer contact extension (numeric only) | Name of optional employer contact |
| Type | Char | Char | Char | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric | Numeric | Char | Char | Numeric | Char | Char | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric | Numeric | Char | Char | Char | Char | Char | Char | Char | Numeric | Char | Numeric | Numeric | Char |
| Status | Required | Required | Required | Optional | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Required | Required | Optional | Required | Optional | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional | Optional |