File Submission Layout - Kentucky New Hire Reporting Center
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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 Kentucky New Hire Reporting Center.

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

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

FieldTypeLengthStart PositionEnd PositionStatusComments
Record IdentifierChar17117RequiredThe following text: "KY Newhire Record:. Case does not matter.
Format Version NumberChar41821RequiredThe following text: "4.00"
 

Employee Information

FieldTypeLengthStart PositionEnd PositionStatusComments
Employee First NameChar162237RequiredAt least one character, no special characters.
Employee Middle NameChar163853OptionalIf non-blank must be at least one character, no special characters.
Employee Last NameChar305483RequiredAt least one character, no special characters except hyphen.
Employee SSN#Numeric98492RequiredAs reported by employee.
Employee Address Line 1Char4093132RequiredAt least two characters, left justify.
Employee Address Line 2Char40133172OptionalLeft justify. Spaces if unused.
Employee Address Line 3Char40173212OptionalLeft justify. Spaces if unused.
Employee CityChar25213237RequiredAt least two characters, no special characters except hyphen.
Employee StateChar2238239RequiredValid state or territory abbreviation. Not required for foreign address.
Employee Postal CodeChar20240259RequiredIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify.
Employee Zip+4Numeric4260263OptionalIf present, must be 4-digits. Spaces if unknown or international address
Employee Country CodeChar2264265OptionalFor 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 BirthNumeric8266273OptionalIf present, numeric. Format - MMDDYYYY
Employee Date of HireNumeric8274281RequiredNumeric. Format - MMDDYYYY
Employee State of HireChar2282283OptionalValid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state.
Is Medical Insurance Available to Employee?Char1284284Required"Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank.
FillerChar1285285OptionalBlank fill. Reserved for future use.
 

Employer Information

FieldTypeLengthStart PositionEnd PositionStatusComments
Employer FEINNumeric9286294RequiredFederal 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.
Employer KEINNumeric12295306RequiredState Employer Identification Number, all numeric, has leading zeros which are required. Special note: Use "EXEMPT" if exempt, or "APPLIEDFOR" if company has applied for a SEIN.
Employer NameChar45307351RequiredAt least two characters, left justify.
Employer Address Line 1Char40352391RequiredAt least two characters, left justify.

Please use the same address that is used for the processing of Income Withholding Orders.
Employer Address Line 2Char40392431OptionalLeft justify if present. Spaces if unused
Employer Address Line 3Char40432471OptionalLeft justify if present. Spaces if unused
Employer CityChar25472496RequiredAt least two characters, left justify
Employer StateChar2497498RequiredValid state or territory abbreviation. Not required for foreign address.
Employer Postal CodeChar20499518RequiredIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Employer Zip+4Char4519522OptionalIf present, must be 4-digits. Spaces if unknown or international address
Employer Country CodeChar2523524OptionalFor foreign addresses only
Employer Address TypeChar4525528RequiredHOFF - Headquarters Office, LADD - Local Address, PADD - Payroll Address, IADD - Insurance Address, FADD - Foreign Address.

PADD is only accepted at this time.

Contact First NameChar15529543OptionalFirst name of contact for employer.
Contact Middle InitialChar1544544OptionalMiddle initial of contact for employer.
Contact Last NameChar17545561OptionalLast name of contact for employer.
Contact TitleChar10562571OptionalTitle of contact.
Contact EmailChar50572621OptionalEmail of contact.
Employer Phone NumberNumeric10622631OptionalEmployer contact ten-digit phone number including area code (no hyphens or parentheses).
Employer Phone ExtensionNumeric6632637OptionalEmployer contact extension (numeric only).
Employer Fax NumberNumeric10638647OptionalEmployer contact ten-digit fax number including area code (no hyphens or parentheses).
 

Employer Optional Address

FieldTypeLengthStart PositionEnd PositionStatusComments
Employer Address Line 1Char40648687OptionalLeft justify if present. Spaces if unused
Employer Address Line 2Char40688727OptionalLeft justify if present. Spaces if unused
Employer Address Line 3Char40728767OptionalLeft justify if present. Spaces if unused
Employer CityChar25768792OptionalLeft justify if present. Spaces if unused
Employer StateChar2793794OptionalValid state or territory abbreviation. Not required for foreign address.
Employer Postal CodeChar20795814OptionalIf a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Employer Zip+4Char4815818OptionalIf present, must be 4-digits. Spaces if unknown or international address
Employer Country CodeChar2819820OptionalFor foreign addresses only
FillerChar80821900OptionalBlank fill. Reserved for future use.
 
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