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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.

Field 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 Employer Benefits Include Medical? Filler Employer FEIN Employer KEIN 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 Address Type Contact First Name Contact Middle Initial Contact Last Name Contact Title Contact Email Employer Phone Number Employer Phone Extension Employer Fax Number 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 Filler
Description The following text: "KY Newhire Record:. Case does not matter. The following text: "4.00" 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, left justify Left justify. Spaces if unused. Left justify. Spaces 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, left justified. If foreign address then left justify. If present, must be 4-digits. Spaces if unknown or international address 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). If present, numeric. Format - MMDDYYYY Numeric. Format - MMDDYYYY Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state. "Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank. Blank fill. Reserved for future use. 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. State 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. At least two characters, left justify. At least two characters, left justify.

* Please use same address that is used for the processing of Income Withholding Orders.

Left justify if present. Spaces if unused. Left justify if present. Spaces if unused. At least two characters, left justify Valid state or territory abbreviation. Not required for foreign address. If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify If present, must be 4-digits. Spaces if unknown or international address For foreign addresses only HOFF - Headquarters Office, LADD - Local Address, PADD - Payroll Address, IADD - Insurance Address, FADD - Foreign Address

* PADD type can only be accepted at this time.

First name of contact for employer. Middle initial of contact for employer. Last name of contact for employer. Title of contact. Email of contact. Employer contact ten-digit phone number including area code (no hyphens or parentheses). Employer contact extension (numeric only). Employer contact ten-digit fax number including area code (no hyphens or parentheses). Left justify if present. Spaces if unused Left justify if present. Spaces if unused Left justify if present. Spaces if unused Left justify if present. Spaces if unused Valid state or territory abbreviation. Not required for foreign address. If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify If present, must be 4-digits. Spaces if unknown or international address For foreign addresses only Blank fill. Reserved for future use.
Status Required Required Required Optional Required Required Required Optional Optional Required Required Required Optional Optional Optional Required Optional Required Optional Required Required Required Required Optional Optional Required Required Required Optional Optional Required Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional Optional
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